7CEE19FF-D00A-73A7-9F798D35F41B85DE.pdf

This is a Notice of Intent to Negotiate issued by the Franklin County Board of Commissioners on behalf of the Franklin County Department of Job and Family Services regarding RFP No. 2026-10-19 for a comprehensive audio-visual and video conferencing system. The project involves the design, procurement, and installation of a fully integrated AV system for the Northland 132 conference room, which consists of a divisible three-room space (Rooms A, B, and C) that can operate independently or in combination. The system must incorporate Microsoft Teams Rooms technology, a QSC Q-SYS Core 110f processor, two pan-tilt-zoom cameras per room with auto-framing capabilities, ceiling-mounted laser projectors with drop-down screens, wireless microphones, and networked control systems with partition sensor inputs for intelligent room configuration adaptation. The RFP required written questions by September 25, 2026 at 5:00 p.m. EST and proposals due October 5, 2026 at 10:00 a.m. EST, with a mandatory pre-bid site visit required. The estimated project start date is October 20, 2026, with completion targeted for December 31, 2026. Following the evaluation of all submissions, Franklin County has determined its intent to enter contract negotiations with iVideo Technologies, LLC. The contract includes a one-year on-site service and warranty agreement with an option to extend.

Specific equipment requirements include Panasonic laser projectors, Da-Lite screens, Chief ceiling mounts, HP Poly video conferencing solutions, Sennheiser and Shure wireless microphone systems, and a 32-unit floor-standing equipment rack. Vendors must submit itemized equipment and labor costs via a provided Excel form, three professional references, and detailed responses to a questionnaire addressing experience, project management, training, and support capabilities. Insurance requirements include comprehensive general liability coverage up to $1 million, automobile liability up to $1 million, cyber insurance at least $500,000, and professional liability at least $1 million. Vendors must also provide proof of Workers' Compensation and a Certificate of Good Standing. A local preference point advantage applies to vendors with no offshore presence in countries with which the United States has declared war. All proposals remain firm for 180 days following opening, and the County reserves the right to award one or multiple contracts.