ITB006927_Contract.REV.pdf

STATE OF OHIO

DEPARTMENT OF ADMINISTRATIVE SERVICES

GENERAL SERVICES DIVISION

OFFICE OF PROCUREMENT SERVICES

4200 SURFACE ROAD, COLUMBUS, OH 43228-1395

MANDATORY USE CONTRACT FOR: COATED ALUMINUM FOR LICENSE PLATES

CONTRACT No.: ITB006927

CONTRACT ID: 6927-A2

EFFECTIVE DATES: 6/1/2022 to 5/31/2024 *through 05/31/26

SUPPLIER: SteelSummit Holdings Inc

The Department of Administrative Services has accepted bids submitted in response to Invitation to Bid No.

SRC0000001838. The evaluation of the bid response(s) has been completed. The bidder(s) listed herein have been determined to be the lowest responsive and responsible bidder(s) and have been awarded a contract for the items(s) listed. The respective bid response, including the Instructions to Bidders and Standard Terms and Conditions, special contract terms & conditions, any bid addenda, specifications, pricing schedules and any attachments incorporated by reference and accepted by DAS become a part of this Requirements Contract.

This Requirements Contract is effective beginning and ending on the dates noted above unless, prior to the expiration date, the Contract is renewed, terminated or cancelled in accordance with the Contract Terms and Conditions.

CONTRACT RENEWAL. This Contract may be renewed after the ending date of the Contract solely at the discretion of the Contracting Agency for a period of one month. Any further renewals will be by mutual agreement between the Contractor and the Contracting Agency for any number of times and for any period of time. The cumulative time of all mutual renewals may not exceed twenty-four (24) months unless the Contracting Agency determines that additional renewal is necessary.

This Requirements Contract is available to Ohio Department of Public Safety as applicable.

Agencies are eligible to make purchases of the listed supplies and/or services in any amount and at any time as determined by the agency. The State makes no representation or guarantee that agencies will purchase the volume of supplies and/or services as advertised in the Invitation to Bid.

This Requirements Contract and any Amendments thereto are available from the Ohio|Buys public portal at the following address:

https://supplier-emarketplace.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

Signed:

Kathleen C. Madden, Director Date

* Indicates renewal of contract through 05/31/26, per Amendment 2, effective 6/01/25 https://supplier-emarketplace.ohio.gov/page.aspx/en/usr/login?ReturnUrl=/page.aspx/en/buy/homepage

1 SPECIFICATIONS AND REQUIREMENTS

1.1 SCOPE

This invitation to bid (ITB) consists of annual purchases totaling approximately sixty-six hundred thousand (660,000) pounds of chrome free, environmentally friendly conversion coated, strip aluminum for the manufacture of license plates as stated herein. These license plates may be made of aluminum which will be produced for a multi-year function as per the specification provided herein. The basic aluminum, before hot and cold rolling, is to be made in the United States of America (USA).

The State is seeking to award a vendor who can provide the following plate sizes of coated aluminum for license plates with 30 gloss clear backer on the bottom side:

PLATE SIZE ESTIMATED USAGE (CWT)

12.125”/0.027 6,400 7.125”/0.027 200

1.2 GENERAL REQUIREMENTS

1.2.1 Condition of Aluminum

The aluminum strip must be continuous, in coils, free of welds and laps, edge damage, or other imperfections which could mar a uniform appearance. The aluminum must be free of dirt and loose coatings or other contaminants upon receipt at the OPI manufacturing facility.

1.2.2 Properties of Aluminum

This coated license plate aluminum must have properties which allow it to be embossed to a height of 3/16 inch in aluminum license plate dies without warping, breaking of the metal, peeling, or flaking of the license plate coating from the base metal.

1.2.3 Subsequent Testing

During the life of this contract, the State, at its option and at the Contractor's expense, may make tests, at random, in accordance with ASTM standards to check the Contractor's compliance and conformity with this specification. The costs of said test will be paid by the Contractor in the event the product does not conform to the specification.

1.2.4 Name of Index Required

Bidder must supply the name of the index they will use throughout the term of the contract. The indexes must be U.S. based pricing. Any changes must be approved by DAS prior to being effective. Please respond to Name of Index on questionnaire.

1.3 SPECIFICATION OF THE STRIP

1.3.1 Material

Shall be aluminum strip defined below and conforms to ASTM B209, "Standard Specification for Aluminum and Aluminum Alloy Sheet Plate," approved November 1, 2010 and ASTM B449, "Standard Specification for Chromates on Aluminum," approved June 1, 2010, and free of any powdery residue, oil, or other foreign material which may affect adhesion of reflective sheeting.

1.3.2 Special Requirements for 0.027 Gauge Thickness

1. Alloy Temper 3105 Temper H22 ASTM B209 or latest revision

2. Target Yield Strength 28 (ksi)

3. Tensile 35 (ksi)

4. Elongation 2%

5. Unpainted and Oil Free: The strip shall be dry, no paint and no oil.

1.3.3 Dimensions

1. Aluminum Strip

a. Thickness:

i. 0.027

b. Width (regular sized plates): 12.125”

c. Width (small sized plates): 7.125”

2. Tolerance

a. Thickness – aluminum strip: +/- 0.003”

b. Width – both sized plates: +/- 0.010”

1.4 SPECIFICATION OF THE COIL

1.4.1 Coil Size

1. 20” I.D. Fiber Core

2. 48” O.D. (absolute maximum O.D.)

1.4.2 Coil Widths

1. 12.125” width of coil (for regular sized plates)

2. 7.125” width of coil (for small sized plates)

1.4.3 Coil Condition

1. Coil must not be oiled

1.5 PACKAGING

1.5.1 One Coil per Skid

The coils shall be packaged with one coil per skid. For orders of the 12.125” width, the weight shall be eleven hundred (1,100) lbs. minimum weight to one thousand, seven hundred and fifty (1,750) lbs. maximum weight per skid. For orders of the 7.125” width, the weight shall be six hundred, fifty (650) lbs. to one thousand, forty (1,040) lbs. maximum weight per skid. There must be bands around circumference of coil. Skids shall be packaged and wrapped to insure proper protection against environmental circumstances and damage. Skids must be stackable and have center support. Skids are to be liftable and stackable with a forklift to a height of eight (8) skids high.

1.5.2 Delivery Truck

The delivery truck must be set up for rear and side unloading with a forklift.

1.6 SHIPPING

The Contractor will ship truckload lots of approximately forty thousand (40,000) lbs. per truck. Two truckloads a week will be delivered until order is complete.

1.7 NOTES

The ODPS reserves the right to have defective or damaged coils of aluminum either replaced by new coils or receive credit for the defective or damaged coils.

The ODPS may eliminate the fiber core requirement during the contract term.

The Contractor is expected to meet the quantity requirements as indicated on the purchase order. Quantity shortages on purchase orders are not acceptable. Contractor is required to have prior approval from the ODPS for purchase order overages. Overages without prior approval may not be accepted and returned at Contractors expense.

2 STANDARD TERMS AND CONDITIONS

State of Ohio Standard Terms and Conditions (revised 9/8/21) will apply to this Contract.

3 SPECIAL CONTRACT TERMS AND CONDITIONS

3.1 AMENDMENT TO CONTRACT TERMS AND CONDITIONS

The following Amendments to the Contract Terms and Conditions do hereby become a part hereof. In the event that an amendment conflicts with the Contract Terms and Conditions, the Amendment will prevail.

3.2 PAYMENT

Payment is based on the sum of the FPC (Fixed Processing Cost) and a floating aluminum base price to arrive at a total price per cwt for the coil.

3.3 PROHIBITION OF THE EXPENDITURE OF PUBLIC FUND FOR OFFSHORE SERVICES

No State Cabinet Agency, Board or Commission will enter into any contract to purchase services provided outside of the United States or that allows State data to be sent, taken, accessed, tested, maintained, backed-up, stored, or made available remotely outside (located) of the United States, unless a duly signed waiver from the State has been attained. Notwithstanding any other terms of this Contract, the State reserves the right to recover any funds paid for services the Contractor performs outside of the United States for which it did not receive a waiver. The State does not waive any other rights and remedies provided to the State in the Contract.

Further, no State agency, board, commission, State educational institution, or pension fund will make any purchase from or investment in any Russian institution or company. Notwithstanding any other terms of this Contract, the State reserves the right to recover any funds paid to Contractor for purchases or investments in a Russian institution or company in violation of this paragraph. The provisions of this paragraph will expire when the applicable Executive Order is no longer effective.

The Contractor must complete the Contractor/Subcontractor Affirmation and Disclosure Form affirming the Contractor understands and will meet the requirements of the above prohibition. During the performance of this Contract, if the Contractor changes the location(s) disclosed on the Affirmation and Disclosure Form, Contractor must complete and submit a revised Affirmation and Disclosure Form reflecting such changes.

4 INVITATION TO BID INSTRUCTIONS

Instructions, Terms and Conditions for Bidding that apply to the solicitation.

5 SPECIAL INSTRUCTIONS TO BIDDERS

5.1 DELIVERY

Supplies will be delivered to the participating agency within the time frame mutually agreed upon between the supplier and the agency. It is expected that the Contractor will work with the agency on establishing a routine schedule for delivery. The delivery location will be noted on the purchase order issued by the participating agency. If delays in delivery are anticipated, the vendor shall notify the ordering agency of the expected delivery date. Packing slip(s) with the coil Heat and Tag numbers are required at time of delivery. Contractor is required to submit proof of mill order to DPS within seven (7) days of receiving the purchase order. Documentation shall include at a minimum, mill supplier name, date of Contractor’s order, quantity of Contractor’s order, and expected delivery from mill to Contractor.

https://procure.ohio.gov/pdf/Standard_t_c_090821.pdf https://procure.ohio.gov/pdf/OhioBuys_ITB_Instructions_to_Bidders_030921.pdf

Delivers are to be to the following location:

Department of Public Safety C/O Ohio Penal Industries – Lebanon Correctional Institution 3791 State Route 63 Lebanon, OH 45036 Attn: Gina Hofer – (513) 932-1211

Delivery is to be made between 7:30 a.m. to 11:30 a.m. and 12:30 p.m. to 1:30 p.m., Monday through Friday. No deliveries on State observed holidays, Saturdays, or Sundays. In the event a problem cannot be resolved with the institution OPI contact person, contact the Department of Public Safety, Jeff Dripps, 1970 West Broad Street, Columbus, OH 43218 at (614) 752- 7612. The Contractor recognizes the security requirements for entering Agency’s facilities and acknowledges receipt of the “Standards of Conduct for Contractor” (DRC 4376). See Supplement 1.

5.2 EVALUATION

The contract will be awarded to the lowest responsive and responsible bidder by low lot total. Low lot total will be determined by multiplying the unit cost by the estimated usage listed in the bid and then adding each of the totals together to arrive at a total for all items. Failure to bid all items may result in the bidder being deemed not responsive.

5.3 AWARD

The contract will be awarded to the lowest responsive and responsible bidder by low lot total.

5.4 ALUMINUM BASE PRICE

This price is defined as the Midwest US transaction $/pound for aluminum ingot as published monthly in leading publications like Platts Metals Week. The awarded supplier will verify the aluminum price prior to accepting the purchase order from the ordering agency.

5.5 FIXED PROCESSING COST

This is defined as the $/pound to fabricate finished aluminum coil as per specifications and shall include all costs, overhead, and profit to manufacture and deliver the products less the aluminum base price as specified above.

5.6 FIXED PRICE WITH ECONOMIC ADJUSTMENT

The contract prices(s) will remain firm for the first twelve (12) months duration of the contract. Thereafter, the Contractor may submit a request to increase their price(s) to be effective thirty (30) calendar days after acceptance by DAS. No price adjustment will be permitted prior to the effective date of the increase received by the Contractor from its suppliers, or on purchase orders that are already being processed, or on purchase orders that have been filled and are awaiting shipment. If the Contractor receives orders requiring quarterly delivery, the increase will apply to all deliveries made after the effective date of the price increase.

The price increase must be supported by a general price increase in the cost, due to increases in the cost of raw materials, labor, freight, Workers' Compensation and/or Unemployment Insurance, etc. Detailed documentation, to include a comparison list of the contract items and proposed price increases, must be submitted to support the requested increase. Supportive documentation should include, but is not limited to: copies of the old and the current price lists or similar documents which indicate the original base cost of the product to the Contractor and the corresponding increase, and/or copies of correspondence sent by the Contractor's supplier on the supplier's letterhead, which contain the above price information and explains the source of the increase in such areas as raw materials, freight, fuel or labor, etc.

5.6 FIXED PRICE WITH ECONOMIC ADJUSTMENT (con’t.)

Should there be a decrease in the cost of the finished product due to a general decline in the market or some other factor, the Contractor is responsible to notify DAS immediately. The price decrease adjustment will be incorporated into the contract and will be effective on all purchase orders issued after the effective date of the decrease. If the price decrease is a temporary decrease, such should be noted on the invoice. In the event that the temporary decrease is revoked, the contract pricing will be returned to the pricing in effect prior to the temporary decrease. For quarterly deliveries, any decrease will be applied to deliveries made after the effective date of the decrease. Failure to comply with this provision will be considered as a default and will be subject to the “Suspension/Termination” and the “Contract Remedies” sections of the “Standard Contract Terms and Conditions”.

5.7 DESCRIPTIVE LITERATURE

The Bidder may be required to submit descriptive literature of the supplies or services being offered. If requested, the literature will be used in the evaluation process to determine the lowest responsive and responsible bidder. If not provided as part of the bid response, the Bidder must provide said literature within seven (7) calendar days after request/notification by the Office of Procurement Services to do so. Failure of the bidder to furnish descriptive literature either as part of their bid response or within the time specified herein will deem the bidder not responsive.

5.8 PRODUCT SAMPLES

Samples of License Plate Aluminum, in accordance with the specifications utilizing materials and features as bid, may be required prior to award. Samples of License Plate Aluminum shall be provided at no cost to the State and will not be returned to the bidder upon completion of testing conducted by the State.

If requested by DAS, the bidder will be required to provide samples within ten (10) calendar days after notification. Failure to provide the samples within the stated time period may result in the bidder being deemed not responsive. Samples that do not meet specifications may result in the bidder being deemed not responsive.

If samples are requested, they must be delivered to: Department of Public Safety C/O Ohio Penal Industries, Lebanon Correctional Institution, 3791 State Route 63, Lebanon, OH 45036. Attention: John Tura/Nate Martin. Delivery is to be made between 7:30 a.m. to 11:30 a.m. and 12:30 p.m. to 1:30 p.m., Monday through Friday. No deliveries on state observed holidays, Saturdays, or Sundays. In the event a problem cannot be resolved with the institution OPI contact person, contact the Department of Public Safety, Jeff Shadburn, 1970 West Broad Street, Columbus, OH 43218 at (614) 466- 2890.

Samples will be one (1) continuous roll/strip of aluminum matching specifications bid. Samples to weigh a minimum of one hundred (100) pounds of the twelve (12.125”) inch and fifty (50) pounds of the seven (7.125”) inch. Samples shall be properly labeled with the name/address of manufacturer, lot number, alloy, gauge, strength and any other characteristics that benefit testing and analysis. All samples must be delivered according to full specifications. After award of the ITB, the samples will be used as a basis of comparison with actual product delivered under contract. Any variation between the samples and product being delivered will be considered as an event of default. Any variations between the samples and actual product being delivered that are due to manufacturer changes may be acceptable and shall require prior written approval from DAS.

5.9 BIDDER QUALIFICATIONS

Bidder Qualifications will be used to determine the capacity of the bidder to perform the requirements of the ITB. DAS reserves the right to request documentation of qualifications during the evaluation. Bidders that do not meet these requirements may be disqualified. Failure to respond may deem the bid not responsive. Please respond to Bidder Qualifications on Questionnaire.

The Bidder Qualifications are as follows:

1. Bidder has been in business for three (3) or more years and have at least three (3) years of experience providing coated aluminum.

2. Bidder is either ISO certified with the International Organization for Standardization, or equivalent certification.

Bidder shall attach ISO or equivalent certification in the Questionnaire with the bid response. Equivalent certification to be reviewed and approved by the State.

3. Bidder will supply two (2) references from customers with a similar scope and size to the requirements of this ITB.

4. Bidder certifies that they are not a reseller of scrap material and adds some value to the manufacturing process.

5.10 MILL SUPPLIER

Bidder is required to list the mill supplier(s) on the Questionnaire. Only shipments from the approved mill suppliers will be accepted. All costs associated with the pickup and replacement of orders from unapproved mill suppliers will be at the responsibility of the bidder.

SUPPLEMENT 1

Ohio Department of Rehabilitation and Correction

Standards of Conduct for Contractors, Volunteers and Interns

Definitions

Contractor – Any individual or business under legal agreement with the Ohio Department of Rehabilitation and Correction (ODRC) to provide goods, services or construction for a certain price.

Volunteer – Any individual who has been recruited and has requested volunteer status. The person will be involved in on-going programs and will have direct contact with offenders and offenders under supervision. Paid or unpaid student interns shall be considered as volunteers.

Intern – A paid or unpaid individual in an educational or experiential capacity whose institution or department assignment will deliver a work product of material benefit to the individual and ODRC.

Purpose

The purpose of this document is to provide guidance to contractors, volunteers and interns entering the facilities of the ODRC or working with offenders under Division of Parole and Community Services (DPCS) supervision. In view of the nature and purpose of the various facilities of ODRC and DPCS it is necessary that all persons who enter the facilities or work with offenders in the community, understand the rules and security requirements of a correctional environment. Persons entering a correctional facility or who provide services to offenders under supervision, have certain obligations under law to insure that their actions do not jeopardize the safe and secure operation of ODRC and DPCS.

Responsibilities

The Site Manager (APA Regional Administrative/Designee, appropriate Section Manager, or Warden) of each facility/region has the responsibility to ensure that all contractors, volunteers and interns understand the guidelines necessary for their safe entrance and operation while in a correctional setting. Staff will be assigned by the Site Manager to insure that all such persons are properly oriented to working in a correctional environment. Contractors, volunteers and interns must realize their responsibility to follow the rules of conduct, ethics, policies, and law relating to their assignments. The Site Manager will approve entrance and training of all contractors, volunteers and interns and has the authority to terminate entrance authorization or working relationships for any such person who has demonstrated an inability to follow the approved guidelines. In addition, violations may result in termination of contracts/services and/or prosecution.

Personal Conduct

It is essential to the orderly operation of a correctional department that all persons conduct themselves in a professional manner. The following are several types of behavior that cannot be tolerated within a correctional environment, including DPCS offices. (This is not intended to be an all-inclusive list).

1. The use, possession, conveyance, or unauthorized distribution of illegal drugs, narcotics, or controlled substances is strictly prohibited at any time. Use of alcoholic beverages or being under the influence of alcohol or drugs while on duty or conducting volunteer work is prohibited.

2. No person shall, without authorization from Site Manager, allow themselves to show partiality toward, or become emotionally, physically, or financially involved with offenders, parolees, probationers, transitional controlees or their families, or establish a pattern of social fraternization with same.

A. No persons shall offer, send or give to an offender, parolee, probationer, transitional controlee, or a member of his/her family, or to any person known to be associated with him/her, any article, monies, favor, or service which is not authorized in the performance of the person's assigned duties. Contractors/volunteers or interns shall not accept any gift, personal service, or favor from an offender, parolee, probationer, or transitional controlee, or his/her family, or person known to be associated with him/her which is not authorized in the performance of the person’s duties and which conflicts, or appears to conflict, with the person’s duties.

B. Contractors shall not visit an offender, parolee, probationer, or transitional controlee while such an individual is under the supervision of the Department unless such a visit is given prior authorization during the contract service period by the ODRC Contract Person and Site Manager of the respective facility or the visit is part of the job duties.

C. Volunteers/Interns shall not visit an offender at the institution or DOCS office that they are volunteering at except as referenced by ODRC policy 71-SOC-01. Volunteers must notify their staff supervisor and complete form DRC1500, Staff Nexus, if/when they choose to visit an offender at another prison.

D. Contractors who become involved in any set of circumstances as described above, have an affirmative responsibility of notifying their contact person at the correctional institution who will be responsible for notifying the Site Manager.

3. No such person shall, without the express authorization of the Site Manager, show favoritism or give preferential treatment to an individual under supervision of the ODRC to include, but not limited to offering, receiving, or giving of a favor or anything of value.

4. Brutality, physical violence, or intimidation of inmates, and/or their families, by such persons will not be permitted, nor will force be used beyond that necessary to protect any person from physical harm.

5. The use of obscene, threatening, or abusive language by Contractors/Volunteers toward offenders or others will not be tolerated.

Work Schedule

Due to staffing and security concerns and the nature of services being performed by Contractors, Volunteers, and Interns, it is essential that Contractors, Volunteers, and Interns work out a mutually acceptable work schedule with their ODRC Contact Person or Intern Mentor. Failure to perform services consistent with the mutually agreed upon schedule may be considered failure to fulfill the requirements of the contract, volunteer service or internship program.

Responsiveness

1. Inattentiveness to job responsibilities and procedures in a correctional environment can result in escapes, assaults, and other incidents. Therefore, Contractors, Volunteers, and Interns must remain fully alert and attentive during the time they are on state property or in a state operated office.

2. To insure safety and security to the facility and DPCS operations, such persons must abide the instructions of their ODRC Contact Person or Intern Mentor regarding safety and security related issues.

Confidentiality

1. Some Contractors/Volunteers may have access to official information, ranging from personal data concerning staff and inmates to information involving security. Because of the various degrees of sensitivity afforded to this information, official information may be disclosed or released only as required in the performance of any contractor's duties upon specific authorization from someone with the delegated authority to release official information. The Director or his designee in the Central Office and the Managing Officers of the institutions are the only persons authorized to release official information.

2. The above shall not be construed as a reason to deny authorized persons access to official records and files. The Department of Rehabilitation and Correction has an obligation to supply official information in response to requests from organizations or individuals upon determining that such individuals are properly identified and acting in an official capacity.

To ensure the proper use of official information the following rules of conduct are established:

A. Contractors will verify the identification and authority of individuals requesting access to information prior to giving or discussing records, personnel files, or other official information.

B. Authorized persons will not be denied access to official information.

C. Contractors will not use, or release for use, official information for private purposes unless this information is available to the general public.

D. Contractor will not remove from file, or make copies of records or documents except in accordance with established procedures or upon proper authorization.

E. No Contractors will make statements or release official information that could breach the security of the institution or unduly endanger any person.

F. Former Contractors will be granted access only to information available to other members of the general public, and will have no greater standing than members of the public, irrespective of their past contractual relationship and/or any associations developed in the course of such relationship.

Illegal Activity

The very nature and purpose of the Department's existence demand that it closely monitors any alleged illegal activity by its employees and non-employees. Should a Contractors, Volunteers, or Interns be arrested for, charged with or convicted of any felony or degree misdemeanor (except for a minor misdemeanor), or is required to be a plaintiff in any court in a criminal matter, that person shall immediately inform his/her ODRC Contact Person or Intern Mentor. Such information shall be evaluated and may be reason to terminate the contract/service/internship immediately.

Conveying or Trafficking in Contraband

The introduction of contraband into or upon the grounds of any state property, or taking or attempting to take contraband there from, or otherwise trafficking in contraband without the knowledge and consent of the Site Manager of such institution/regional office is prohibited. Contraband is defined as "any" article which is intended for the unauthorized use or possession of any inmate or which is prohibited by law or Department Policy from being carried onto the grounds of an institution, detention facility, or APA Office. Examples of contraband, which could be intended for an inmate's/offender’s unauthorized possession or use, include letters, stamps, tools, paper, food, messages and money. Examples of contraband, which are prohibited by law (ORC Section 2921.36), include firearms, knives, explosives, ammunition, drugs, and alcoholic beverages.

Investigations

Every Contractor/Volunteer/Intern is required to immediately report to the Site Manager, or designee, any violation or attempted violation of any law or regulation, and any act or omission by any person which has resulted in a breach of institution security, or jeopardizes the safety of others.

Allegation of misconduct will be investigated by the Appointing Authority or his designee (could be immediate supervisor or anyone else in the chain of command). Where appropriate, investigations will be coordinated and conducted by the Departmental Chief Inspector and/or other appropriate agency. The Ohio State Highway Patrol is responsible for investigating violations of Ohio laws occurring on state property.

During the course of an official investigation, Contractors, Volunteers, Interns are to cooperate fully by providing all pertinent information that they may have. Failure to answer any inquiry fully and to the best of his/her knowledge may be grounds to terminate the contract or internship.

Government Property

1. All government property, including automobiles, identification badges, supplies, equipment, telephones, and facilities are to be used for official purposes only. Loss, misplacement, theft, damage, or destruction of government property issued to and used by Contractors, Volunteers, and Interns must be reported to his/her ODRC Contact Person or Intern Mentor immediately.

2. ODRC credentials, identification cards, or badges shall not be used to coerce, intimidate, or deceive others or to obtain any privilege or article not otherwise authorized in the performance of official duties.

Standard of Conduct

Violation of the Standards of Conduct may result in termination of authorization to enter the grounds of the facility or DPCS Office Site, referral to the Ohio State Highway Patrol for criminal investigation, referral to the Appointing Authority for investigation, and/or termination of an existing contract with the institution or DPCS. The following acts are prohibited and considered violations of appropriate conduct:

1. Visiting an offender unless the person is a verified immediate family member and/or has been approved by the Warden, DPCS Administration Assistant of the institution per ODRC Policy 71-SOC-01 and ODRC Policy 76-VIS-01.

2. Deliberate destruction, damage, and/or theft of state property, offender property, property of visitors, or property of an employee, including state vehicles.

3. Failure to carry out directions provided by the ODRC Contact Person.

4. Commission of a felony or misdemeanor.

5. Interfering with the orderly operation of the institution.

6. Willfully making false, abusive, or obscene statements towards employees, inmates/offenders, or the general public is prohibited.

7. Any acts of discrimination or harassment on the basis of sex, race, color, age, religion, national origin, disability or sexual orientation.

8. Theft.

9. Misusing official position for personal gain, including soliciting bribes, in the course of carrying out assigned duties at the institution, APA District Office or Central Office.

10. Failure to report accidents or unsafe work conditions.

11. Threatening, intimidating, or coercing another for personal gain or satisfaction.

12. Fighting with a fellow worker, employee, visitor, or inmate/offender.

13. Interfering or failing to permit an official search, including searches of your person and of your personal property, or failing to cooperate with any official inquiry or investigation.

14. Distribution, possession, misuse, conveyance, or display of weapons, explosives, money, or other contraband.

15. Loss of control of any instrument that could result in a breach of security and/or jeopardize the safety of others, e.g., to include but not limited to, Class A tools, keys, communication devices, identification badges, et.

16. Possession or consumption of alcoholic beverages or illegal drugs while on state property.

17. Reporting to the institution, DPCS office or place where, as the Contractor, Volunteer, or Intern, you are performing official duties, under the influence of intoxicants, alcohol, or illegal drugs.

18. The posting or removal of any matter on a bulletin board without permission.

19. Other actions that could harm or potentially harm others.

20. Use of excessive force or physical abuse towards an inmate/offender.

21. Threatening or intimidating an inmate/offender.

22. Giving preferential treatment to an inmate/offender, the offering, receiving, or giving of a favor or anything of value to an offender without authorization from ODRC.

23. Engaging in unauthorized personal relationships with inmates or their families, including correspondence or phone communications with inmates and their families.

Entry Procedures

Institution Entry:

The ODRC Contact Person, Intern Mentor will coordinate the initial on-site visit. It is the responsibility of this person to ensure that Contractors, Volunteers, and Interns are aware of the rules and regulations governing activities in the institution. A designated administrative staff member must authorize entrance into the facility. Any person entering a correctional environment is subject to search at any time. This search may include a metal detector search, a frisk search, or a strip search. Failure to comply with any authorized search will result in removal from the institution and possible denial of future entry.

All Contractors, Volunteers, and Interns must show identification to enter. Generally, a driver’s license or state picture identification is appropriate for this identification process. Contractors, Volunteers, and Interns will be issued either a temporary badge or a temporary picture identification badge, which must be turned in at the conclusion of services each day. Such identifications are government property and may only be used at the institution/APA District Office/Central Office for identification purposes. They must be worn at all times and must not be left unattended.

Contractors, Volunteers, and Interns must sign in and out upon entry and exiting state property. Appropriate attire for men includes a shirt and slacks. Women may wear a dress or pants, and a blouse or sweater. Shoes are required. Shorts, short skirts, see-through blouses, men’s sleeveless shirts, and clothing with vulgar symbols or statements are examples of items of clothing which are not permitted.

It is recommended that only items necessary for the volunteer/contracted service or internship be brought into the correctional environment. Large sums of money, pocket knives, etc., are discouraged. The Contractor/Volunteer will be asked to store the items either in their car or available lockers in the entrance area. If a Contractor/Volunteer requires medication they should take only that amount that is necessary for the day. All persons must sign the medication log if they require a dosage during their stay. This log will identify the type of medication and the amount. The institution cannot be responsible for loss of property. If a tradesman requires tools to perform their contracted service, all tools must be inventoried and a copy supplied to the Major. The Major may wish to review institution tool control policy and discuss security of equipment. A written authorization for all tools from the Deputy Warden of Operations or Major will be required before they are authorized to enter the institution.

The Contractor/Volunteer service or internship may or may not require contact with inmates/offenders. Contractors, Volunteers, and Interns are prohibited from developing any relationship with inmates outside of contractor, volunteer or internship activity.

They cannot mail letters or make telephone calls to the inmate/offender for them. If a Contractor/Volunteer/Intern receives mail or telephone calls from inmates or their families, they must report this to their ODRC Contact Person or the Deputy Warden, or APA Administrative Assistant. A Contractor/Volunteer/Intern should never disclose personal information such as their address, telephone number, or any personal information about their family or friends. There is no instance where sharing such information will serve a useful purpose.

DPCS Office Entry:

Entrance procedures will be explained during the orientation process to each DPCS Volunteer or Contractor that must report to a regional office.

If at any time a Contractor/Volunteer has a question, he/she should contact their ODRC Contact Person, Intern Mentor, DPCS Administrative Assistant, the Shift Captain, or the Deputy Warden of Operations.

Acknowledgement of Receipt of the Standards of Conduct for Contractors, Volunteers and Interns

I have read and understand the Standards of Conduct for Contractors, Volunteers and Interns, including the rules and guidelines listed above. I understand that entering a correctional institution, DPCS Office, or Central Office carries responsibilities necessary to ensure safety and security to the facility and will abide by all rules and guidelines contained herein.

Signature of Contractor/Volunteer/Intern:

Printed Name of Contractor/Volunteer/Intern: Job Title:

Staff Witness Signature:

Staff Witness Printed Name: Job Title:

Institution/Agency: Date:

SUMMARY OF AMENDMENTS

Amendment Number

Effective Date Description

*2 06/01/25

This Amendment is issued to notify that as a result of mutual agreement between the State of Ohio and the Contractor, this contract is renewed for an additional twelve (12) months, effective 06/01/25 through 05/31/26. Additionally, this amendment is issued to update the Summary of Amendments page to the contract. All other prices, terms and conditions remain unchanged.

1 06/01/24

This Amendment is issued to notify that as a result of mutual agreement between the State of Ohio and the Contractor, this contract is renewed for an additional twelve (12) months, effective 06/01/24 through 05/31/25. Additionally, this amendment is issued to add the Summary of Amendments page to the contract.

* Indicates update to the Summary of Amendments page, per Amendment 2, effective 6/01/25