88DFE3E9-02F4-0842-37F154EFDFCF51C5.pdf

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

Purchasing Department Megan A. Perry-Balonier, Director

September 30, 2026

RFP# 2026-10-19 JFS Video Conference Room

AMENDMENT #1

Please note the following regarding this Request for Proposal:

I. RFP Question Submittal

Please note the attached final questions and answers provided regarding this RFP. The deadline to submit questions was September 25, 2026 by 12:00 P.M. EST. No further questions will be answered at this time.

Item

Question: Answer:

1.

Can I submit the proposal by Fax or Email?

No, vendors cannot submit proposals by Fax or Email.

Please refer to Section 2.2.4 Proposal Submittal of the RFP packet. Vendors shall submit (1) hard copy of their proposal and

(1) electronic copy on a flash or thumb drive onsite to the Franklin County Purchasing Department Office.

The location is as follows:

Franklin County Purchasing Department Re: RFP # 2026-10-19, JFS Video Conference Room Attn: Timah Aboagye, Bidding Coordinator 373 South High Street, 25th Floor Columbus, Ohio 43215- 6315

2.

Could you please provide the full RFP packet for RFP# 2026-10-19 – JFS Video Conference Room for the Franklin County Job and Family Services? Please provide all associated documents, including the full solicitation, scope of work, submission requirements, pricing forms, required affidavits, and any exhibits or attachments.

The RFP packet can be found on the Bid Opportunities website:

http://purchasing.franklincountyohio.gov/businesses/bid-opportunities/.

If you’ve never accessed the site before, here’s the link to register: https://bids.franklincountyohio.gov/account/register.cf

m. Once the account is created, you should be able to see the RFP posted on the website.

3.

The Scope of Work references a QSC Q- SYS Core 110f in several locations. Later in the System Control section, it states

No, Franklin County will only accept QSC Q-SYS Core models.

http://purchasing.franklincountyohio.gov/businesses/bid-opportunities/ http://purchasing.franklincountyohio.gov/businesses/bid-opportunities/ https://bids.franklincountyohio.gov/account/register.cfm https://bids.franklincountyohio.gov/account/register.cfm that the system shall utilize a centralized Audio Video and Control processor “QSC Q-SYS Core 110f or approved equivalent.”

Would Franklin County accept an Extron-based control and AV switching solution as an approved equivalent, provided the proposed system meets or exceeds the functional requirements of the RFP, including divisible-room automation, Microsoft Teams Rooms integration, audio/video routing, camera control, touch panel control, and remote management?

4.

If equivalents are acceptable, should vendors submit pricing based on the listed Q-SYS design with the Extron option shown as an alternate, or may an approved-equivalent design be submitted as the primary proposal?

We will only be accepting Q-Sys designs for this space.

5.

The Scope of Work also requests remote monitoring and network-based management capability for diagnostics, device status monitoring, and system reboot functions. Can the County clarify whether this requirement is for the system to provide remote management capability for County IT use, or whether the awarded vendor is expected to provide ongoing remote monitoring/support as part of the initial one-year warranty/service agreement?

Remote Monitoring would be for County Support staff use. Due to the secure nature of our Agency, vendors will not have remote access to Agency systems. In the event of vendor support, the vendor will need to use a conference call with an internal staff member using screen share to provide remote support. If this is not possible for the vendor, an on-site visit will be required to support the room under the warranty/service agreement.

6.

How did your office come to hear about the vendor and request that the vendor complete the RFP?

The vendors were identified through market research. Franklin County is committed to openness, fairness, and competitiveness in its procurement process. As part of that commitment, the County identifies and notifies qualified vendors that may be capable of meeting the requirements of an RFP and invites them to participate, helping to ensure broad participation and a competitive bidding environment.

7.

Where did the products and system design listed on the Pricing Form originate?

Franklin County JFS worked with a 3rd party in 2025 to evaluate their current Conference Room tech stack and, based on the needs of the Agency and experience/expertise of the internal support team, developed the tech stack solution provided in the pricing form.

8. What are the response time expectations for the included initial (1) year on-site service? While we have a variety of SLA there was no details included on expectations or if there are any

The space in the RFP is a high visibility critical room for the Agency, County, Community and State partners. SLAs should be no more than 2-3 business days. The Agency has internal on-site technical support staff who would collaborate over the phone and technicians on-site that would be able to collaborate via phone with our service technicians.

remotely with the vendor in the event that no on-site vendor technician is available.

9. Is there an approximate number of staff members that need to be trained on the system?

Training for approximately 10 staff members.

10. What are the days of the week and hours of availability for installation?

Monday to Friday, 8 am – 5 pm.

11. I wanted to see if the County would be open to considering alternates on any of the hardware items.

Franklin County will only accept upgraded model numbers of the parts listed in the bid; we will not accept replacements and alternatives.

12. I saw the bid back in July. It appears to have been reposted for bid.

Yes, we posted a notice of cancellation for the RFP 2026-10-09 and submitted this new solicitation.

13. It is bid with Qsys product. Will you consider another product to achieve the same goal? It appears there is Qsys gear to connect to a rack in Room B.

No, Franklin County will only accept upgraded model numbers of the parts listed in the bid; we will not accept replacements and alternatives.

14. Scope of Work Section 3.0 specifies a centralized “QSC Q-SYS Core 110f” processor, while Appendix 4.3 Pricing Form Item 5 lists a “QSC Core 24f.”

Please confirm which processor model is required so vendors can price the correct unit.

Both are acceptable, but the 24f is preferred.

15. Appendix 4.3 Pricing Form Item 34 (Wattbox WB-800-IPVM-12 power conditioner) is listed at a quantity of 0.00, though Section 3.0(3)(c) requires a LAN-connected power conditioner in the equipment rack. Please confirm the intended quantity.

Quantity: 1, please download the updated Pricing Form.

16. Section 3.0(V) states providers “shall participate in a pre-bid site visit,” but Section 2.2.1 states no pre-proposal conference will be held, and no site-visit date, time, or registration process is published anywhere in the RFP. Please confirm whether a site visit is required and, if so, provide the logistics; if not required, please confirm proposals may be prepared without one.

No, a pre-bid site visit is not required.

17. Given the estimated schedule (October 20, 2026 start; December 31, 2026 completion), will the awarded vendor have continuous access to Northland 132

The awarded vendor will have continuous access to Room 132 during open business hours (8 am – 5 pm, Monday – Friday).

Access to the server room will be available to the selected vendor with an Agency IT personnel escort.

and the adjoining server room throughout the installation period, or must work be scheduled around continued State training, Board, and JFS all-staff use of the space?

18. Draft Contract Section 5.02 lists “X optional X-year extension periods” as an unpopulated placeholder. Does the County intend to include any option or renewal periods under this contract, or is this a one-time installation project with only the Section 3.0(6) warranty/service term?

This is a one-time installation project with a per-year service maintenance agreement.

19. Please confirm whether the 1-year on-site service and warranty agreement in Section 3.0(6) is expected to be priced within the total not-to-exceed amount, or invoiced separately once the base installation is accepted

This should be included in the not-to-exceed amount.

20. Section 7.05 states no payment will be made until the County accepts a deliverable, and Section 6.02 sets a 45-day payment cycle from a Proper Invoice.

Given the approximately 2.5-month installation window, is any progress or milestone billing available (for example, upon equipment delivery or completion of an individual room), or is payment structured as a single lump sum after final acceptance of the complete system?

Payment will be processed upon final acceptance of the complete system.

21. Section 2.3.2 lists five evaluation criteria as unranked/unweighted. Can the County share the relative point allocation across these five factors, even approximately, to help vendors calibrate proposal emphasis?

All five evaluation points are important to the Agency.

22. In section 3.0 – Scope of Work, 1.V and 4.f, will the Owner provide floor plans, room dimensions, ceiling heights, and photographs of Rooms A, B, and C to support proposal development?

See Pictures of The Current Meeting Room Equipment PDF File.

23. In section 3.0 – Scope of Work, 1.V and 4.f, section 4.f requires removal of existing unused cables and peripherals from the EOC, Assessment Center, and JIC/Training Room. Can the Owner provide photos or an inventory of the existing equipment and cabling anticipated to be removed?

See Pictures of The Current Meeting Room Equipment PDF File.

24. In section 3.0 – Scope of Work, 2.a, what coordination will be available with the Owner’s IT team for integration of the AV network switch with the Owner’s network, including required network access and firewall permissions for remote monitoring and management of the AV system?

Agency will coordinate with the State of Ohio to integrate the network components into the existing network.

25. In section 3.0 – Scope of Work, 4.b, the RFQ references wireless presentation and wireless conferencing integration;

however, no dedicated wireless presentation device is identified in the equipment list. Is this requirement intended to be satisfied through Microsoft Teams wireless content sharing during a meeting, or is wireless presentation also required for local, non-Teams presentation?

Teams screen share will be utilized for sharing content wirelessly.

26. Estimated project completion date of December 31, 2026, timing on the schedule.

December 31, 2026 is the estimated target completion date for this JFS project, however, this is not a requirement. If necessary, the project may be completed by February 1, 2027.

II. Section 3.0 Scope of Work, 1. Project Scope of Work, bullet a., roman number V., Page 9

“V. 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.”

The Section 3.0 Scope of Work is updated to this:

“V. As part of creating proposals, the county has chosen not to hold a pre-bid site visit.”

Action: Download the updated Proposal packet from our website and Pictures of The Current Meeting Room Equipment PDF File.

III. Appendix 4.3 Pricing Form, Excel File

Appendix 4.3 Pricing Form, Excel File Row 34, the quantity is 1 for item (Wattbox WB-800-IPVM-12 power conditioner).

Additionally, the following statement, “The vendor may propose substitutions and list any additional options that could enhance system functionality” has been removed from the Pricing Form because Franklin County will only accept upgraded model numbers of the parts listed in the bid; we will not accept replacements and alternatives.

Action: Download the updated Pricing Form from our website.

Sealed proposals are due by 10:00 a.m. on October 5, 2026, to the Franklin County Purchasing Department, at which time they will be publicly opened, and the names of Proposers will be read aloud. All sealed proposals received after this time and date, for any reason, will be rejected. 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 proposal was received in time to be considered. The opening of the sealed proposals will take place virtually via TEAMS; please visit the Franklin County Purchasing Office website listing for this RFP for further information.

Thank you for the consideration of your response to this RFP. Bidders are asked to submit this page (only) with their bid as confirmation of receipt of the AMENDMENT #1 Questions and Answers.

By signing below, I hereby state that I have received RFP# 2026-10-19 JFS Video Conference Room AMENDMENT #1 Questions and Answers:

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