600ACEFD-D8A4-EF86-6746123A35214FBD.pdf

RFP v. 1.29.2026 Page 1 of 46 2026-62-10 EOC Technology Upgrade v 1

Commissioner John O’Grady Commissioner Kevin L. Boyce Commissioner Erica C. Crawley President

Franklin County, Ohio

Request for Proposal No. 2026-62-10

Franklin County EOC Technology Upgrade

Proposal Due Date: July 1, 2026 3:00 P.M. EST

~Vendor should submit this cover page with their proposal~

Company Legal Name:

Including all DBAs

Address:

City, State, Zip Code:

Telephone No.:

Contact Name, Title:

Contact Email:

Contract Approver Name, Title, & Email:

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TABLE OF CONTENTS

Section 1.0 General Information

1.1 Purpose……….…………………………………..…………………… 3

1.2 Organization Background and Overview……….……………………. 3

1.3 Project Timeline/Calendar of Events…………………………………. 4

1.4 County Contact and Communication Protocol….…………………….. 4

Section 2.0 Administrative Requirements

2.1 General Requirements………………………………………………… 5

2.2 Submittal Process and Instructions...…………………………………. 6

2.3 Evaluation Process and Criteria………………………………………. 7

Section 3.0 Scope of Work………………………………………………………………….. 9

Section 4.0 Appendices

4.1 Affidavits ……...……………………………………………………….. 21

4.1.1 Lobbyist Affidavit……………………………………………… 22

4.1.2 Small and Emerging Business Enterprise Information Form &

Affidavit …

4.1.3 Delinquent Personal Property Tax Affidavit……………………. 24

4.2 Form W-9 ……………………………………………………………….. 25

4.3 Pricing Form…………………………………………………………….. 26

4.4 References…………………………………………

4.5 Performance Bond Form……………………..…………………………. 28

4.6 Draft Contract Form (for reference) …………………………………… 29

4.7 Business Associate Agreement (for reference)………………………… 42

4.8 RFP Question Submittal Form…………………………………………. 43

4.9 Questionnaire………………………………………………………….. 44

Section 5.0 Proposal Instructions and Checklist………………………………………………. 46

Note: This Request for Proposal (RFP) is issued under the provisions of the Ohio Revised Code (ORC) Sections 307.86 to 307.92. All proposals submitted in response to this RFP shall comply with Ohio law. The laws of the State of Ohio will govern any disputes arising under this RFP and subsequent contract(s). All contract terms, conditions, and specifications set forth in this RFP shall become part of the contract documents.

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Section 1.0 General Information

1.1 Purpose

The Franklin County Board of Commissioners, on behalf of Franklin County Emergency Management and Homeland Security (FCEM&HS), is seeking a comprehensive upgrade to its emergency operations networking and audiovisual display systems to improve incident coordination, situational awareness, and real-time information sharing across multiple operational centers. FCEM&HS must maintain the capability to effectively coordinate disaster response and large-scale incidents. To support these operations, the agency requires the ability to track, process, and display information through a combination of video walls, projectors, and individual display systems. These enhancements will improve the creation, visualization, and sharing of common operating pictures utilizing GIS maps, documents, spreadsheets, video, and audio inputs. In addition, the upgraded system must support seamless data sharing between the Assessment Center, Emergency Operations Center (EOC), and Joint Information Center (JIC), all of which are located on-site at FCEM&HS. The current networking and display infrastructure, which is more than 15 years old, no longer meets the operational and technological needs of the agency. FCEM&HS is therefore seeking a modernized solution that aligns with current technology standards, operational expectations, and emergency management capabilities.

1.2 Organization Background and Overview

Franklin County Emergency Management and Homeland Security (FCEM&HS) is a countywide entity created to provide disaster response and facilitate preparedness and resiliency amongst all forty-two jurisdictions and the 1.3 million residents of Franklin County. FCEM&HS occupied the current facility at 5300 Strawberry Farms Blvd, Columbus Ohio 43230 in 2007. During the initial building renovation, a mix of three operational spaces were developed (EOC, Assessment Center and Joint Information Center/Training Room). These three spaces operated in a standalone environment heavily reliant upon fixed networking/cabling and displays consistent with 2007 standards. Since 2007, the Assessment Center and JIC/Training Room displays were updated but continued to operate independently. As part of 2024 grant funding, the agency now desires to upgrade the current projection and CAT 5 cabling in the EOC to incorporate a video wall, upgraded fixed (CAT 8 or better) and wireless technology while also interconnecting the data shared among the Assessment Center, EOC and JIC.

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1.3 Project Timeline/Calendar of Events

The timeline for this RFP is provided below. Please note that the dates, times, and information provided are subject to change at the discretion of the County. Vendors will be given notice of such changes, as applicable.

1.4 County Contact and Communication Protocol

All inquiries related to this RFP must be directed, in writing, to:

Timah Aboagye, Bidding Coordinator Franklin County Purchasing Department 373 S. High Street, 25th Floor

Columbus, Ohio 43215-6315 Office: (614) 525 4565 Email: Timah.aboagye1@franklincountyohio.gov

All communication from interested vendors shall go through the Franklin County Purchasing

Department. Vendors should not attempt to communicate directly with other County representatives with regard to this RFP at any point during the procurement process up to the award of contract(s).

During the advertising period and up to the deadline for proposal submission, the County, through the

Purchase Department, may issue written communications to vendors via the Purchasing website.

During the proposal review phase, the County, through the Purchasing Department, may initiate contact with a vendor if the County determines that clarification is needed from the vendor to complete the evaluation process.

Key Dates/Times: Event:

May 29, 2026 Advertising period begins; RFP documents posted to the Franklin County Purchasing website.

June 9, 2026 11:00 A.M. EST Pre-Proposal Meeting In Person (See 2.2.1 to

RSVP)

June 15, 2026 5:00 P.M. EST Written questions are due to Franklin County.

June 19, 2026 5:00 P.M. EST Answers posted to the Franklin County Purchasing website.

July 1, 2026 3:00 P.M. EST Deadline for proposal submission; Proposals are opened by the County.

August 2026 Contract/Service estimated start date.

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Section 2.0 Administrative Requirements

2.1 General Requirements

2.1.1 Registration with Franklin County:

Vendors interested in doing business with the County should register with the County online at https://purchasing.franklincountyohio.gov/Businesses/Vendor-Registration. Vendors must register with the County in order to access competitive opportunities and download documents.

2.1.2 Certificate of Good Standing:

Vendors that are registered in the State of Ohio will be required to provide a Certificate of Good Standing prior to contract award. Vendors that are not registered in the State of Ohio will be required to provide a Certificate of Good Standing from their respective state of incorporation. To obtain an Ohio certificate of Good Standing, please visit:

https://www.ohiosos.gov/businesses/business-reports/

2.1.3 Contract Components:

The resulting contract(s) will consist of the complete RFP, including the contract terms and conditions, Scope of Work, all documents requiring vendor’s signatures, any written amendments or clarifications, the vendor’s proposal and supporting information and documents, and applicable resolutions and purchase orders.

2.1.4 Oral Instructions:

The County will not be bound by oral explanations or instructions given at any time during the competitive process or after contract award.

2.1.5 Conflict of Interest:

By submitting a proposal in response to this RFP, vendor affirms that neither vendor or any persons that works for or on behalf of vendor, have any conflict of interest (e.g., employed by Franklin County, etc.). The County reserves the right to reject a proposal in which a conflict is disclosed or cancel an awarded contract if any interest is later discovered that could give the appearance of a conflict.

2.1.6 Representations:

By submitting a proposal in response to this RFP, vendor warrants the accuracy of information submitted and acknowledges that the County will rely on the vendor’s information in making an award.

2.1.7 Compliance with Specifications:

By submitting a proposal in response to this RFP, vendor affirms that they are in full compliance with the RFP, including the requirements outlined herein, all terms and conditions, and the Specifications.

2.1.8 Proposal Preparation Costs:

The County will not be liable for any costs incurred by a vendor prior to the award of any contract resulting from this RFP, including but not limited to any cost related to the vendor’s preparation of their proposal.

2.1.9 Intended Contract Award(s):

https://purchasing.franklincountyohio.gov/Businesses/Vendor-Registration https://www.ohiosos.gov/businesses/business-reports/

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It is the intent of the County to award one contract under this RFP. However, if the County believes it is in the County’s best interest to award more than one contract, the County reserves the right to do so in its complete and sole discretion.

2.2 Submittal Process and Instructions

2.2.1 Pre-Proposal Conference:

A Pre-Proposal Conference will be held during the date and time listed in the Project Timeline/Calendar of Events. Attendance is not mandatory but is highly suggested. This conference will provide interested parties with an opportunity to learn more about the County’s service needs, the Scope of Work outlined herein, and the proposal submission process.

To RSVP and obtain the address for the in-person pre-proposal bid meeting, please contact Timah Aboagye at timah.aboagye1@franklincountyohio.gov

2.2.2 Submittal of Questions:

Vendors seeking clarification from the County must submit questions in writing to:

Timah Aboagye, Bidding Coordinator, at Timah.aboagye1@franklincountyohio.gov All questions are due no later than the date and time listed in Section 1.3 Project Timeline/Calendar of Events.

2.2.3 Amendments and Clarifications:

Amendments and clarifications to this RFP will be posted on the Franklin County Purchasing website (https://bids.franklincountyohio.gov/). While the website is designed to email amendments and clarifications to those who have downloaded the RFP from the Purchasing website, it is ultimately the responsibility of all interested parties to monitor this website for those additional documents. Amendments and clarifications become a part of the RFP and any subsequently awarded contract(s).

2.2.4 Proposal Submittal:

Sealed proposals must be submitted to the Franklin County Purchasing Department before the deadline provided in Section 1.3 Project Timeline/Calendar of Events. The timestamp in the Franklin County Purchasing Department will serve as the official record of the time and date that sealed proposals are received and will be the sole factor in determining if a sealed proposal has been submitted in time for consideration.

Proposals delivered in-person or sent via USPS, UPS, or FedEx must be delivered to the following address:

Franklin County Purchasing Department Attn: Timah Aboagye 373 South High Street - 25th Floor Columbus, Ohio 43215-6315 Re: RFP # 2026-62-10, Franklin County EOC Technology Upgrade

The RFP PROJECT NAME, NUMBER and COMPANY NAME must be clearly marked on proposal submissions. A proposal that is not properly and clearly marked and is inadvertently opened before the scheduled RFP opening time may be disqualified without additional consideration.

Faxed and emailed submittals are not acceptable.

mailto:timah.aboagye1@franklincountyohio.gov https://bids.franklincountyohio.gov/

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Proposals received after the deadline will be considered late and will not be opened. Proposals received through a courier service after the deadline will not be accepted from the courier service.

Proposals received through the mail after the deadline will be returned to the sender, unopened.

The County will not accept proposals with postage due.

The proposal opening will be held on a virtual platform, at which time the proposals will be opened and the names of the submitting vendors will be read aloud. Attendance is not mandatory, however, interested parties may join by phone or by following the link provided below:

Microsoft Teams meeting

Join: https://teams.microsoft.com/meet/259370623866118?p=swMFNr1pdlryUwOqWZ Meeting ID: 259 370 623 866 118 Passcode: j9AC6FA7

Need help? | System reference

Dial in by phone +1 380-900-7428,,485815090# United States, Columbus Find a local number Phone conference ID: 485 815 090#

2.2.5 Proposal Rejection and RFP Cancellation:

Pursuant to Ohio Revised Code §307.862, the County reserves the right to:

1. Reject any proposal in which the vendor takes exception to the terms and conditions of the RFP; fails to meet the terms and conditions of the RFP, including but not limited to, the standards, specifications, and requirements specified in the RFP; or submits prices that the contracting authority considers to be excessive, compared to existing market conditions, or determines exceed the available funds of the County;

2. Reject, in whole or in part, any proposal that the County has determined, using the factors and criteria outlined herein, would not be in the best interest of the County;

3. Conduct discussions with vendors who submit proposals for the purpose of clarifications or corrections regarding a proposal to ensure full understanding of, and responsiveness to, the requirements specified in the RFP.

Further, the County may cancel or reissue the RFP if any of the following apply:

1. The supplies or services offered through all of the proposals submitted to the County are not in compliance with the requirements, specifications, and terms and conditions set forth in the request for proposals;

2. The prices submitted by the vendors are excessive compared to existing market conditions or exceed the available funds of the County;

3. The County determines that award of a contract would not be in the best interest of the County.

2.2.6 Proposals are Firm for 180-Days:

Unless stated otherwise, once opened, all proposals are irrevocable for one hundred eighty (180) days. Beyond one hundred eighty (180) days, vendors will have the option to honor their proposal or make a written request to withdraw their proposal from consideration.

2.3 Evaluation Process and Criteria

2.3.1 Proposals will be evaluated in the following phases:

https://teams.microsoft.com/meet/259370623866118?p=swMFNr1pdlryUwOqWZ https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzcxYmJjMzctYzFkYi00ZmMwLTg3ZGMtMTk2MDM4MjZjNDJm%40thread.v2/0?context=%7b%22Tid%22%3a%2293c52ce1-0d75-4263-9ab9-9c287e289e18%22%2c%22Oid%22%3a%22d93a43e9-7b3a-42fb-9964-f82d3a9dd54b%22%7d tel:+13809007428,,485815090 https://dialin.teams.microsoft.com/f47fec4f-b27a-4234-911a-3c165ae2aa74?id=485815090

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1. Phase 1: Initial review of the proposals for compliance The County will review each proposal that is received before the deadline for responsiveness in terms of format, completeness, and compliance with instructions.

2. Phase 2: Full evaluation of proposals

The County will review each responsive proposal based upon established criteria. At any time during this phase, the County may request clarifications from any vendor and provide such vendor(s) with an opportunity to correct defects in their proposal if, in the County’s sole determination, doing so does not provide an unfair advantage to the vendor(s) and it is in the County’s interest to do so.

The County may disqualify a vendor with an offshore presence in a specific country with which the United States has a declaration of war by Congress or the President has authorized war on a specific country. Vendor may submit documentation that provides the County with additional information that addresses this disqualification and whether it is relevant to the contract.

2.3.2 Evaluation Criteria:

For each proposal, the County will award points based upon the strength of the proposal in its responsiveness to the requirements and criteria included in this RFP.

Evaluation criteria includes, but is not limited to, the following elements (not ranked below in any particular order of importance or weighting):

1. Completeness and responsiveness of proposal.

2. Confirmation of compliance with the requirements, Scope of Work, and the terms and conditions of the RFP and the Contract.

3. Ability to Meet Desired Timeframe.

4. Budget.

5. Availability on Installation.

6. References.

Local Preference: An additional number of points may be awarded to a vendor with no offshore presence.

The proposal evaluation will result in a point total being calculated for each proposal. The County reserves the right to move directly into contract negotiations with the vendor submitting the highest-ranked proposal following Phase 2 of the evaluation process. Or, at the County’s sole discretion, the County may elect to invite a certain number of vendors submitting the highest-ranked proposals into Phase 3 Interviews, as outlined in Section 2.3.3 below.

2.3.3 Interviews

Upon completion of Phase 2 as detailed in Section 2.3.1(2) above, the County reserves the right, but is not obligated, to enter into Phase 3 Interviews with a certain number of vendors submitting the highest-ranked proposals.

This Phase 3 will offer the County and the vendor an opportunity to ask questions, clarify responses, and gain a deeper assessment of compliance and capabilities.

The County will award points for each interview based on the strength of information presented related to established criteria.

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It is the intent of the County to award one contract to the vendor with the highest overall ranking after completion of all applicable evaluation phases. However, if the County believes it is in the County’s best interest to award more than one contract, then the County may award more than one contract to any number of vendors with the highest overall rankings. Such multiple awards shall be at the County’s sole and complete discretion.

Section 3.0 Scope of Work

1. Project Scope of Work

a. Emergency Operation Center (EOC), Joint Information Center (JIC)/Training Room, and Assessment Rooms. As the Countywide Emergency Management Agency for Franklin County, the Agency has a need to upgrade operational functionality to respond to large scale incidents and disasters as such this project proposal should address the following goals;

I. Update the display and connective technology in the EOC.

II. Install building-wide technology allowing us to share information and technology amongst the EOC, Assessment Center, and Joint Information Center all located within the building but not interconnected technologically presenting challenges in sharing information as well as in decision making or informing the public.

III. Upgrade Wireless connectivity allowing EOC personnel (from partner agencies) to communicate via their wireless devices both voice as well as data.

b. As part of creating proposals, providers shall participate in a pre-bid site visit to receive building layout information prior to bidding on the project.

2. Network/Server

a. Contractor shall provide two (2) full size free standing 42U server equipment rack(s) installed in the existing Server Room, that will provide system connectivity for dedicated smaller racks in the Emergency Operation Center (EOC), Joint Information Center (JIC)/Training Room, and Assessment Rooms.

I. Contractor shall provide cooling fans, temperature sensors, blank panels, top panel, side panels, rear door, and solid front door for a complete rack system, as necessary for reliable operation.

b. Provide (10) mini-PCs for Audio Video PC content and (10) AVoIP encoders to allow for video/audio streaming to any device on the AVoIP system in each room. Operating system to be similar to current version of Microsoft Windows.

I. Mini PC Requirements

1. Windows 11 Operating system

2. 1TB SSD

3. 32 GB Memory

4. WiFi and Bluetooth connectivity

5. Ethernet, HDMI, USB-A, USB-C ports II. Keyboard/Mouse connection shall be through the USB channel on the AVoIP endpoint and a server rack mounted KVM (Keyboard, video, and mouse).

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c. Provide a server rack mountable Keyboard, Video, Mouse (KVM) switch with enough channels to connect to in rack computers.

d. Network Expander I. Provide Networked Input/Output Modules.

II. Modules support audio input/output, control, and logic expanders that extends the system’s capabilities and enable streamlined interoperability with non-networked audio devices native to the AV&C processor.

III. Power Over Ethernet (PoE) powered.

e. Digital Signal Processor (DSP) I. Provide an audio DSP to fill all I/O requirements and shall be built-in the AV&C processor. Standalone DSP shall not be accepted.

II. Provide sufficient quantity of Mic/Line inputs and Line outputs either on device or use of network expansion modules.

III. Unit shall have IP and/or RS-232 control either on device or use of network expansion modules.

IV. Fully integrated system controls.

V. Frequency Response: 20Hz-20kHz.

VI. Similar to QSC Core.

f. USB AV Bridging I. Provide an Audio Video Bridge.

II. Combines room devices speaker, camera, and microphone into a single USB connection.

III. Shall be built-in to the AV&C processor.

IV. Similar to QSC Core series processors.

g. Audio, Video and Control (AV&C) Processor I. Provide an AV&C processor for system control.

II. Unit shall have a built-in Digital Signal Processor (DSP). Standalone DSP shall not be acceptable.

III. Unit shall route/control network audio, video, control, and expansion module(s); for future expansion.

IV. Unit shall have fully integrated controls for audio, video for AVoIP endpoints similar to QSC Core.

h. Audio Video Network Switch

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I. Provide a standalone AV Network Switch for local AV control, signal routing, and signal transportation for the Server Room, Emergency Operation Center (EOC), Joint Information Center (JIC)/Training Room, and Assessment Room.

II. Switch shall not initially connect to Owner Enterprise Network.

III. Provide all network port number requirements of all connected devices plus (20) percent spares.

IV. Provide all PoE requirements of all connected devices plus (20) percent spares.

V. Must have non-blocking wire-speed Gigabit Ethernet and no dropped packets because of internal bandwidth constraints.

VI. Must support DiffServ (DSCP) packet classification.

VII. See AV&C manufacturer’s website for additional requirement(s).

VIII. Dedicated AV web-based GUI interface for more specific AV installation.

IX. Switch shall be managed and rack mounted.

X. Supports video profiles similar to Q-SYS, NAV, NVX, SVSI, Q-SYS, NDI and Dante video profiles.

XI. Supports audio profiles similar to, Q-SYS, Dante, AES-67 and AVB audio profiles.

XII. Supports HDBaseT deployment, IGMP Plus, Audio.

XIII. Available with PoE+, Ultra90 PoE++ and rear-facing ports configurations to ensure a clean integration in AV racks.

XIV. SNMP V2 management (minimum).

XV. Support DiffServ (DSCP) packet classification, Strict Priority queuing (SP).

Weighted round-robin (WRR), weighted fair queuing (WFQ), and 40kb/port egress buffering memory (minimum).

XVI. Comparable or similar to Netgear AV 4250 Series, or Cisco 9300 switches.

i. AVoIP Video Transmitter (Encoder)

I. Provide ten (10) Video Transmitters.

II. Gigabit Ethernet with 4K60 4:4:4 Video, Standard PoE power, AES67/Dante, and control.

III. Unit shall have USB input/output routing.

IV. Shall be compatible and fully integrate with the selected AV&C for control, audio and video routing.

V. Provide 2 spares.

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j. Video Receiver (Decoder)

I. Provide Video Receiver.

II. Gigabit Ethernet with 4K60 4:4:4 Video, Standard PoE power, AES67/Dante, and Control.

III. Unit shall have USB input/output routing.

IV. Shall be compatible and fully integrate with the selected AV&C for control, audio and video routing.

V. Provide 2 spares.

k. Power Delivery Unit (PDU)

I. Contractor shall provide a rack mounted PDU to sufficiently supply power to all devices in each server rack.

l. Uninterruptible Power Supply (UPS)

I. Server Room rack to have thirty (30) minute backup at full load. (minimum).

II. Battery replacement shall be "hot-swap" capable.

III. Units shall use On-Line (convert AC power from utility/generator to DC, filter, and convert back to AC) power.

IV. Unit shall have a network connection for monitoring the unit using the LAN network.

V. Contractor shall also provide individual UPS systems in the Joint Information Center (JIC)/Training Room, assessment center, and EOC to power the in-room network switch at full load (minimum)

m. Contractor shall provide, install, program, and train staff for a new centralized stand-alone networked Audio, Video, and Control (AV&C) headend system located in the existing server room’s new equipment racks. Emergency Operation Center (EOC), Joint Information Center (JIC)/Training Room, and Assessment Room systems shall be connected to main switch by edge network switches, AVoIP endpoints, AV&C processor, in-room networked devices, and network expansion modules.

n. Allow screen share between all 3 rooms (EOC, Joint Information Center (JIC)/Training Room, Assessment Center).

o. The video system shall allow one user to project their device to multiple displays simultaneously through a multi-distribution portable rack.

p. Display user data via an included rack computer and/or employee/partner’s device. User shall be able to share their screen with any AV network connected output device (i.e. associated audio to video wall/projector and stream to other rooms).

q. Multiple inputs for connection, non-proprietary (Windows, Apple, Mac, Android, etc.) allowing for multiple platforms to be used.

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r. Needs to be secure and protected from malware on users’ devices.

s. Allows for whole room, audio/video calls through the use of in-room speakers, ceiling microphones, wireless microphones, and cameras.

t. Shall support wireless screen sharing, hardwired HDMI, and wired Type-C USB input connections.

u. The AV networked system shall be easily expandable (including existing AV systems) with flexible audio, video, and control utilizing a networked AVOIP endpoints.

v. Audio Video data routing shall be by a centralized AV network switch located in the existing server room. An Audio Video over Internet Protocol (AVoIP) decoder shall be provided and connected to each in-room display monitor, allowing the monitor to show any networked available source regardless of the location within the building. This video system shall allow one user to project their device to multiple displays simultaneously.

3. System Control

a. Controls shall be intuitive, and able to pull/control feeds from other rooms. AV controller shall be programmed to be simple, intuitive (easy to understand) use so that incidental operators can utilize the room controls with little to no training.

I. System shall be able to route audio/video/control from all inputs to any output within the

EOC, Joint Information Center (JIC)/Training Room, and Assessment Room through the use of AVoIP modules.

1. Control audio, camera, microphones, speakers, screens, projectors, video wall, and display monitors.

II. Audio Video control in each room (EOC, Assessment Center Joint Information Center

(JIC)/Training Room) shall be by a 10-inch in-room touch panel controller natively capable with the proposed AVoIP system.

1. Additional control from a web browser on a computer

III. Audio routing shall be done by rooms, and routed on the network.

IV. The sound system shall be a complete audio pre-amplification, equalization, mixing, Processing, and amplification system.

V. The sound system shall use a networked AV system that utilizes a centralized audio, video, and control headend processor for the multiple room configurations.

VI. Each desktop station shall have an AVoIP encoder for audio and video distributed within the

AVoIP system.

b. Networked Pan, Tilt, Zoom (PTZ) cameras

I. New PTZ camera shall interface with the new AVoIP system to send video and receive control to/from the system, unless noted below.

a. Display Monitors shall be provided by the Contractor and shall include mounts.

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II. Monitor Details:

1. 24 inch diagonal (minimum) screen size

2. 4K resolution

3. Display Port (DP) and HDMI cable connectivity

4. VESA mountable

5. Detachable monitor stand (Typically included with monitor)

6. Clamp on style monitor arm that supports two monitors at the same time.

III. 4K display monitors and display mounts shall be provided by the Contractor. Displays shall be all from the same manufacturer.

4. Networking/Cabling

a. Contractor shall replace existing and provide/install new Category 8 (AV) network cabling in each room for listed functionality. The new cabling shall support AVoIP endpoints at all identified workstations, wall data jacks, floor data jacks, cameras, projectors, monitors, and touch screens with the associated Emergency Operation Center (EOC), Joint Information Center (JIC)/Training Room, and Assessment Room in-room server rack.

b. Network connectivity from the in-room server rack switches to the main network switch in the server room shall be by fiber optic plenum cables.

c. All Ethernet connections in the EOC floor need to be connected and functional. Floor jacks shall have (2) data ports each, (1) County internet connection and (1) AVoIP connection. Each ethernet jack shall be identified using a color code (County and AVoIP) and labeled on the jack with a unique port number.

d. Integrated lectern (Owner provided) with video/audio inputs, and dedicated microphone.

e. The Contractor shall remove and dispose of any existing unused cabling and peripherals from the EOC, Assessment Center, Joint Information Center (JIC)/Training Room to the Server room.

5. Emergency Operations Center (EOC)

a. Ability to support partners in the EOC and be able to accommodate the additional users in the room.

Provide (2) AVoIP and (2) standard internet connections at the table clusters. Allow for non-staff members to share their video/audio feeds onto new EOC system via non-proprietary methods.

b. Ability to use multiple meeting platforms, as some partners do not utilize Microsoft programs using a Bring Your Own Device (BYOD) functionality. Allow for multiple inputs to be shared through wireless means into the AV system and be distributed to any output.

c. Wireless Presentation and Video Conferencing

I. Provide a wireless IP and Video Conferencing solution for transmitting video from wireless inputs to the AV system.

II. Supports wireless screensharing and native iOS sharing.

III. Wireless presentation shall be by Bring Your Own Device (BYOD) by USB connections.

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IV. Provide AVoIP encoder.

V. Similar to Barco Clickshare CX series.

d. Currently the Emergency Operation Center has (4) projectors and (2) display monitors

I. The two display monitors shall remain and be networked into AVoIP system.

II. The two most outer side projectors shall be replaced with 100” 4K television on a full motion television mount.

III. Provide (1) decoder for each in-room display monitors.

e. Video Wall

I. The two existing center projectors and screens shall be removed and replaced by a video wall of approximately the same (combined size).

II. 32:9, 2x4 consisting of 55” display of the combined two projection screens with the below functions.

III. 4K, 16:9, maximum bezel: 0.88 mm combined, 400 nits (minimum), front maintenance capable

(push in/push out mounting).

IV. Provide a Video Wall Processor Unit that shall support custom grid, screen rotation, and bezel compensation for layout flexibility.

V. Contractor shall provide plywood backing as necessary to fully support video wall.

VI. The video wall shall be networked into the AVOIP system

f. Wall Mounted Main Display Monitor

I. Screen Size - Diagonal from 98 to 100 inches, Aspect Ratio – 16:9, Resolution – 3840x2160, Contrast Ratio – 5000:1.

II. All display monitors shall be rated for minimum 16/7 operation, (2) HDMI inputs and (1) USB port, (1) LAN connection RJ45.

III. Contractor shall mount monitors using factory approved mounting brackets.

IV. All display monitors shall be of a Commercial grade and be from the same manufacturer.

V. Provide plywood backing, if required.

g. Touchscreen Control Panel

I. Provide (1) 10” TFT active-matrix color LCD touchscreen control panel in each room.

II. PoE Powered Ethernet powered.

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III. Provide proper mounting hardware for wall or table mounting device.

IV. Shall be from the same manufacturer as the selected AV&C for control, audio, and video routing.

h. Re-locate existing 22RU equipment rack from the server room to the EOC.

i. Network Expander

II. Modules support audio input/output, control, and logic expanders that extends the system’s capabilities and enable streamlined interoperability with non-networked audio devices native to the AV&C processor.

III. Power Over Ethernet (PoE) powered.

j. Install New AV&C processor in relocated rack.

l. In-room server rack shall have an Uninterruptible Power Supply (UPS) backup with a run time of 30 minutes (minimum).

k. Provide and install two (2) networked ceiling beamforming array microphones comparable or similar to Shure MXA 920.

I. Audio, PoE power, and control signals connect via Dante/AES67 digital audio networking over a single Cat cable.

II. Remove the existing flush-mount ceiling microphone(s).

III. Microphone minimum coverage area shall be 30’x30’.

l. Provide and install new networked ceiling speakers

I. Provide Dante/AES67 Networked Ceiling Mounted speakers.

II. Powered by PoE.

III. Align speakers within the area closely coordinated with other systems on the wall including the lighting and HVAC system.

IV. Coordinate color with ceiling color.

V. Center speaker in ceiling grid and space per manufacturer’s recommendation.

m. In the Emergency Operations Center, the mode/configuration all displays will mirror the same image or each display can show a different image.

n. Contractor shall provide four (4) new workstations on owner provided furniture.

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1. Each of the four workstations shall have one (1) encoder.

2. Ability to share users’ screen and any associated audio to video wall/projector and stream to other rooms. Shall be done using AVoIP endpoints (encoder).

3. One (1) workstation shall have one (1) decoder.

4. Four (4) Docking stations comparable or similar to Dell Pro Thunderbolt 4

Smart Dock SD25TB4.

5. Eight (8) 24 inch monitors comparable or similar to Dell P2425.

6. Four (4) double Monitor arms that clamp to the side of a desk/table.

7. Four (4) Wireless keyboard and mouse set with Bluetooth and dongle capability.

8. Four (4) power strips with surge protection.

9. USB web camera with 1080p resolution camera with built in microphone and privacy cover.

6. Joint Information Center (JIC)/Training Room

a. Wireless Presentation and Video Conferencing

I. Provide a wireless IP and Video Conferencing solution for transmitting video from wireless to the AV system.

II. Supports wireless screensharing and native iOS sharing.

III. Wireless presentation shall be by Bring Your Own Device (BYOD) by USB connections.

IV. Provide AVoIP encoder.

V. Comparable or Similar to Barco Clickshare CX series.

b. Network Expander

II. Modules support audio input/output, control, and logic expanders that extends the system’s capabilities and enable streamlined interoperability with non-networked audio devices native to the AV&C processor.

III. Power Over Ethernet (PoE) powered.

c. In-room server rack shall have an Uninterruptible Power Supply (UPS) backup with a run time of 30 minutes (minimum).

d. This is a divisible room with (1) existing workstation, (1) projector/screen, speakers, PTZ camera, microphones, and (3) displays shall remain and be incorporated.

I. Contractor shall provide (1) new workstation on owner provided furniture.

1. The workstation shall have an encoder and decoder.

2. Ability to share users’ screen and any associated audio to video wall/projector and stream to other rooms. Shall be done using AVoIP endpoints (encoder).

3. One (1) Docking station comparable or similar to Dell Pro Thunderbolt 4 Smart Dock

SD25TB4.

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4. Two (2) 24 inch monitors comparable or similar to Dell P2425.

5. One (1) Wireless keyboard and mouse set with Bluetooth and dongle capability.

6. One (1) power strip with surge protection.

f. Existing matrix switcher, QSC Core Nano, QSC I/O modules, touch panel, audio amplifier, and PDU, are to remain and be incorporated into system.

e. Touchscreen Control Panel

I. Provide (1) 10” TFT active-matrix color LCD touchscreen control panel in each room.

II. PoE Powered Ethernet powered.

III. Provide proper mounting hardware for wall or table mounting device.

IV. Shall be from the same manufacturer as the selected AV&C for control, audio and video routing.

V. Install four (4) new networked beamforming array microphone(s) comparable or similar to Shure MXA 920.

a. Audio, PoE power, and control signals connect via Dante/AES67 digital audio networking over a single Cat cable.

b. Microphone minimum coverage area shall be 30’x30’.

c. Remove the existing flush-mount ceiling microphone(s)

7. Assessment Center

a. Wireless Presentation and Video Conferencing

a. Provide a wireless IP and Video Conferencing solution for transmitting video from wireless to the AV system.

b. Supports wireless screensharing and native iOS sharing.

c. Wireless presentation shall be by Bring Your Own Device (BYOD) by USB connections.

d. Provide AVoIP encoder.

e. Comparable or similar to Barco Clickshare CX series.

b. Install 12RU equipment rack in Assessment Center.

c. Network Expander

I. Provide Networked Input/Output Modules.

II. Modules support audio input/output, control, and logic expanders that extends the system’s capabilities and enable streamlined interoperability with non-networked audio devices native to the AV&C processor.

III. Power Over Ethernet (PoE) powered.

d. In-room server rack shall have an Uninterruptible Power Supply (UPS) backup with a run time of 30 minutes (minimum).

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e. Provide (1) decoder for each existing in-room display monitors (4 total).

f. Install one decoder at one workstation (1 total).

g. Install (1) encoder at each workstations (3 total).

h. Install (1) encoder at the existing radio console area (1 total).

i. Touchscreen Control Panel

I. Provide (1) 10” TFT active-matrix color LCD touchscreen control panel in each room.

II.. PoE Powered Ethernet powered.

III.. Provide proper mounting hardware for wall or table mounting device.

IV. Shall be from the same manufacturer as the selected AV&C for control, audio, and video routing.

j. Install one new microphone.

I. comparable or similar to Shure MXA 920.

II. Audio, PoE power, and control signals connect via Dante/AES67 digital audio networking over a single Cat cable.

III. Microphone minimum coverage area shall be 30’x30’.

k. Remove the existing flush-mount ceiling microphone(s)

l. Existing all-in-one sound bar with integrated speakers, microphone, and camera shall remain and not be integrated into the new system.

m. Provide (4) AVoIP encoders at the conference table.

n. Provide one (1) Docking Station comparable or similar to Dell Pro Thunderbolt 4 Smart Dock

SD25TB4

o. Provide power strip at conference table.

p. Install one wall plate ethernet port. Under the center television.

q. Install new networked four (4) ceiling mounted speakers.

I. Provide Dante/AES67 Networked Ceiling Mounted speakers.

II. Powered by PoE.

III. Align speakers within the area closely coordinated with other systems on the wall including the lighting and HVAC system.

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IV. Coordinate color with ceiling color.

VI. Center speaker in ceiling grid and space per manufacturer’s recommendation.

8. Existing Mobile Television Carts (2)

i. Provide two encoders (1 each).

ii. Provide two decoders (1 each).

9. Project Closeout

a. Upon project completion, contractor shall provide the Owner with final shop drawings, wiring diagrams, equipment programming source code, configurations, settings, and modifications.

10. System Warranty

a. The system shall be covered by an initial (1) year on-site service and warranty agreement by the AV Contractor. Please provide this period in the bid submission with the ability to extend the service agreement.

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Section 4.0 Appendices

4.1 Affidavits

4.1.1 Lobbyist/Consultant Declaration Statement

4.1.2 Small and Emerging Business Enterprise Information Form and Affidavit

4.1.3 Delinquent Personal Property Tax Affidavit

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Appendix 4.1.1 Lobbyist/Consultant Declaration Statement

Did any lobbyist(s) or consultant(s) assist your firm with this contract? Vendor must select one and provide all required information.

CHECK

ONE:

□ No

□ Yes

I certify that the information provided herein is correct:

Proposer Name/Title (Printed)

Proposer Signature Date

If ‘Yes,’ please submit the information below for each lobbyist or consultant (if more than one lobbyist or consultant assisted, a separate form should be submitted for each):

Lobbyist/Consultant Name

Lobbyist Company Name

Lobbyist Company Address

City, State:

Zip:

Contact Name

Phone Number

Fax Number

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Appendix 4.1.2 Small and Emerging Business Enterprise Information Form

Form has been released as a PDF and can be obtained by visiting: https://bids.franklincountyohio.gov/ for completion.

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Appendix 4.1.3 Delinquent Personal Property Tax Affidavit

This sworn affidavit should be properly completed by the authorized representative of your firm and will be incorporated as a portion of the bids and resulting contract for the following:

Project: Franklin County EOC Technology Upgrade

Department: Franklin County Emergency Management and Homeland Security

RFP No.: 2026-62-10

State of County of , ss:

(Name)

Being first duly sworn, deposes and says that he/she is the (Title) of (Business Name) with offices located at , and as it’s duly, authorized representative states that effective this day of , ( ) is not charged with delinquent property taxes on the general list of personal property in Franklin County, Ohio, or any other counties containing property in the taxing districts under the jurisdiction of the Auditor of Franklin County, Ohio.

( ) is charged with delinquent personal property taxes on the general list of personal property in Franklin

County, Ohio, or any other counties containing property in the taxing districts under the jurisdiction of the Auditor of Franklin County, Ohio.

County Amount: (include total amount and any penalties and interest thereon)

Franklin $

(Affiant)

Sworn to and subscribed this day of , 20 .

(Notary Public)

Section 5719.042 O.R.C. My Commission expires , 20 (Seal)

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Appendix 4.2

Form W-9

Form W-9 has been released as a PDF and can be obtained by visiting: https://bids.franklincountyohio.gov/ for completion.

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Appendix 4.3

Pricing Form

Pricing Form

RFP Title Vendor Name Date Submitted

FCEM & HS EOC Upgrade Project

Area Cost Notes on specific area costs

1. Network Server $

2. System Control $

3. Network Cabling $

4. EOC $

5. Assessment Center $

6. JIC/Training Room $

Total Cost $

*Itemized breakdown of costs per area should be listed in proposals

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Appendix 4.4 References

Please provide two references, including company names, addresses, telephone numbers, and persons to contact who can provide a reference for your company. Please provide references that can confirm your ability to provide products or services or a similar scope, nature and complexity to the requirements of this RFP.

Please do not list Franklin County employees or agencies as a reference. Failure to provide two references may be annotated as a discrepancy during evaluation.

1) Contact Person Name:

Phone: (_______)

Email Address:

Description of Service(s) provided:

2) Contact Person Name:

Phone: (_______)

Email Address:

Description of Service(s) provided:

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Appendix 4.5 Performance Bond Form/ Reserved

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Appendix 4.6 Draft Contract

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CONTRACT

BETWEEN

FRANKLIN COUNTY BOARD OF COMMISSIONERS

AND

<VENDOR NAME>

This Contract (“Contract”) is entered into by and between <Vendor Name>, located at <Address>, (hereafter referred to as “Vendor”) and the Franklin County Board of Commissioners on behalf of the <Franklin County Agency, Board, Court, etc.> (hereafter referred to as “County”) to provide Y service pursuant to and under authority of Resolution No. ______ dated _____________________ 2026.

For the mutual considerations herein specified, County and Vendor have agreed and do hereby agree as follows:

Section 1 Administrative and Specifications Requirements

This Contract consists of the complete Request for Proposal # 2026-62-10. (hereafter referred to as “RFP”) including but not limited to the contract terms and conditions, any written amendments/addendums to the RFP, Vendor’s complete competitive sealed proposal, including proper modifications and clarifications, and applicable resolutions, purchase orders and/or other ordering documents.

Any inconsistency in this Contract will be resolved by giving precedence in the following order:

1) This signed Contract and all attached documents including <list attachments>; and

2) The proposal submitted by Vendor; and

3) The County’s RFP 2026-62-10.

Section 2 Pricing and Delivery of Services

Vendor agrees to provide the services required under this Contract for an amount not to exceed $X.XX.

Vendor must provide all services in accordance with the terms and conditions of the Contract.

Any changes in the scope of work or the payment rates established herein must be authorized by the execution of a written contract modification signed by the parties and approved via resolution by the Franklin County Board of Commissioners.

Section 3 Term of Contract

The Contract shall be in effect from XXXXX XX, 2026 through XXXX XX, 2026 (“Initial Term”). This Contract will remain in effect until the end date as noted in this section or until the Contract is fully performed in accordance with Section 5.03 or until the Contract is terminated pursuant to Section 8.02.

Section 4 Standard Contract Terms and Conditions

Section 4.01 Standard of Care

Vendor shall discharge its respective obligations under the Contract with that level of reasonable care which a similarly situated business would exercise under similar circumstances. As an inducement to the County to enter into this Contract, Vendor represents and warrants the following to the County:

(a) It is (i) duly incorporated, organized and validly existing under the laws of, and in good standing with its state of incorporation; (ii) has full authority to grant the County the rights granted in this Contract; (iii) has all requisite power and authority to execute and deliver, and to perform all of its obligations under this Contract.

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(b) It shall execute any and all documents or contracts with third parties in its name and shall not represent itself as conducting business on behalf of the County or any of its agencies.

(c) It has filed all tax returns (federal, state and local) required to be filed and has paid all taxes shown thereon to be due and all property taxes due, including interest and penalties, if any.

(d) It is in compliance in all material respects with all laws, regulations and requirements applicable to its business and has obtained all authorizations, consents, approvals, orders, licenses, exemptions from, and has accomplished all filings or registrations or qualifications with, any court or governmental authority that are necessary for the transaction of its business.

Section 4.02 Affirmative Covenants

Until the termination or expiration of this Contract, Vendor shall:

1. Execute such documents and present all necessary documents to the County for signature as are reasonably necessary to ensure that the County receives all services that it is entitled to under the Contract and shall take no action that would revoke the County’s rights under this Contract;

2. Give notice to the County, within ten (10) days of Vendor learning thereof, of any litigation involving a claim for damages in excess of One Hundred Thousand Dollars ($100,000) affecting or relating to the Vendor or the services required under…