8B86C674-025A-8816-8235F6D9FCA3A3F4.pdf

RFP v. 1.29.2026 Page 1 of 43 2026-10-19 JFS Video Conference Room– v1

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

Franklin County, Ohio

Request for Proposal No. 2026-10-19

JFS Video Conference Room

Proposal Due Date: October 5, 2026, 10:00 A.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………………………………….. 3

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

Section 2.0 Administrative Requirements

2.1 General Requirements………………………………………………… 4

2.2 Submittal Process and Instructions...…………………………………. 5

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

Section 3.0 Scope of Work…………………………………………………………………. 8

Section 4.0 Appendices

4.1 Affidavits ……...………………………………………………………. 14

4.1.1 Lobbyist Affidavit…………………………………………….. 15

4.1.2 Small and Emerging Business Enterprise Information Form &

Affidavit …

4.1.3 Delinquent Personal Property Tax Affidavit…………………. 17

4.2 Form W-9 …………………………………………………………….. 18

4.3 Revised Pricing Form…………………………………………………. 19

4.4 References…………………………………………

4.5 Performance Bond Form – Reserved ………..……………………….. 25

4.6 Draft Contract Form (for reference) ………………………………..… 26

4.7 Business Associate Agreement- Reserved……………………………. 39

4.8 Questionnaire…………………………………………………………. 40

Section 5.0 Proposal Instructions and Checklist…………………………………………… 43

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 the Franklin County Department of Job and Family Services (“County” or “JFS”), is seeking proposals to provide an Audio-Visual System that includes seamless automation, video conferencing, audio control, and presentation capabilities. This comprehensive system will provide flexible, automated, and user-friendly AV and conferencing capabilities for the 3-way divisible space, supporting hybrid collaboration, presentations, and in-room meetings with minimal user intervention.

1.2 Organization Background and Overview

The Franklin County Department of Job and Family Services is the agency responsible for basic financial, medical, and social services programs. By leveraging inclusion, responsiveness, and innovation, we strive to provide timely public assistance and build community partnerships. After a recent storm, the equipment was damaged and not functioning fully, and needs to be replaced. We are looking for proposals to replace our conference room equipment in Northland 132. This room is used for State trainings, BOC events and training, and JFS all staff meetings.

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.

Key Dates/Times: Event:

September 18, 2026 Advertising period begins; RFP documents posted to the Franklin County Purchasing website.

None Pre-Proposal Meeting

September 25, 2026, 12:00 P.M. EST Written questions are due to Franklin County.

September 29, 2026, 5:00 P.M. EST Answers posted to the Franklin County Purchasing website.

October 5, 2026, 10:00 A.M. EST Deadline for proposal submission; Proposals are opened by the County.

October 20, 2026 Contract/Service estimated start date.

December 31, 2026

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.

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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.

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.

mailto:Timah.aboagye1@franklincountyohio.gov https://purchasing.franklincountyohio.gov/Businesses/Vendor-Registration https://www.ohiosos.gov/businesses/business-reports/

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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):

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:

No Pre-Proposal Conference will be held for this solicitation.

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

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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 # 2026-10-19, JFS Video Conference Room

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.

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 - Join Meeting Now

Meeting ID: 257 538 400 091 512

Passcode: pX23RA2z

Dial in by phone

+1 380-900-7428, 983359106# United States, Columbus

Phone conference ID: 983 359 106#

The County reserves the right to change the proposal opening date and/or time at the County’s sole discretion.

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;

https://teams.microsoft.com/meet/257538400091512?p=Ya3XX0dKg5QBmvww97

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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:

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. Price

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4. Availability on Installation

5. 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 proposal 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.

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. Franklin County Job and Family Services is looking to replace the conference room equipment in the End-of-Life Conference Room Equipment in Northland 132. After a recent storm, the equipment was damaged, is not functioning fully, and needs to be replaced. This is a critical room for the County and is used for State trainings, BOC events and trainings, and JFS all-staff meetings. As such, this project proposal should address the following goals;

I. Provide a fully integrated audiovisual and conferencing system for a divisible space that comprises three rooms: Room A, Room B, and Room C that can operate independently or in any combination (AB, BC, or full ABC), The AV system intelligently shall adapt to the room configuration based on partition sensor inputs and shall manage via a centralized QSC Q-SYS Core 110f processor, housed in a newly installed equipment rack in Room B. This system shall provide seamless automation, video conferencing, audio control, and presentation capabilities.

II. Implement a unified video conferencing solution utilizing Microsoft Teams Rooms (MTR) technology, including the installation of three new MTR PCs (one per room), enabling: One-touch join for Teams meetings via a dedicated 10" Teams touch panel in each room. In full-room (ABC) mode, the Room B MTR shall act as the primary Teams compute device.

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III. Each room shall include two QSC NC-12x80 PTZ cameras:

• Presenter-Facing Camera: Equipped with auto-framing functionality for dynamic speaker tracking.

• Audience-Facing Camera: To provide an alternate view for remote participants.

Camera switching shall be automated based on audio localization cues from two Sennheiser TCC2 ceiling microphones installed in each room. These ceiling microphones shall also capture far-end audio for Teams calls, ensuring high-quality voice transmission, as well as voice lift for in-room reinforcement. Note that the voice lift provided by ceiling microphones is intended for slight uplift, not equivalent to voice amplification.

IV. Provide a complete presentation, control, and infrastructure solution including projection systems, HDMI content input locations, room control touch panels, centralized equipment rack installation, LAN connectivity, power distribution, and licensing/configuration of MTR systems to ensure reliable, user-friendly operation and minimal user intervention.

a) Room Control System Each room shall be equipped with a second 7" touch panel for local AV control. Features include:

• System power on/off

• Microphone and program audio volume control and muting

• Source selection and routing

• Manual room configuration (override)

• Camera preset selection and control

• Live camera preview

b) Presentation & Audio System

• Video Display: Each room shall receive a new wall-mounted drop-down projection screen and ceiling-mounted projector.

• Audio Playback: A new amplifier shall power ceiling speakers distributed across all three rooms, providing consistent program and voice reinforcement.

• Wireless Microphones: Two wireless microphones shall be available in full-room (ABC) mode, with routing adjusted automatically based on room configuration.

• Content Ingest: An HDMI wall plate shall be installed at the front of each room for local content presentation and integration into Teams meetings.

c) System Infrastructure & Management A LAN-connected power conditioner shall be installed in the rack, allowing remote power management and device reboots as needed.

Partition sensors shall detect airwall positions and automatically reconfigure the AV system (e.g., mic and speaker zones, video routing, MTR activation) to match the current room layout.

All head-end equipment, including amplifiers, processors, PCs, and switching hardware, shall be securely installed in the new rack in Room B.

This comprehensive system shall provide flexible, automated, and user-friendly AV and conferencing capabilities for the 3-way divisible space, supporting hybrid collaboration, presentations, and in-room meetings with minimal user intervention.

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V. As part of creating proposals, the county chose 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.

2. Network/Server

a. Contractor shall provide all network and infrastructure connectivity required to support the

Audio, Video, and Control (AV&C) system, including full integration of the centralized QSC Q-SYS Core 110f processor housed in the equipment rack located in Room B.

I. Contractor shall provide network connectivity to the equipment rack location in Room B to support all head-end equipment including AV processors, Microsoft Teams Room PCs, amplifiers, switching hardware, and networked control devices.

II. Contractor shall provide and configure LAN network connectivity for three (3) Microsoft Teams Room (MTR) PCs, ensuring proper integration with the Owner’s network environment for Teams functionality, device management, and conferencing services.

III. Contractor shall provide full system configuration for all MTR PCs and associated touch panel control systems.

IV. Contractor shall configure all AV&C system components on the Owner’s LAN to ensure secure communication between partition sensors, cameras, microphones, touch panels, and the centralized Q-SYS control system.

V. Contractor shall provide network connectivity for all control and automation components, including ceiling microphones, PTZ cameras, room control touch panels, and system processors, to support automated room reconfiguration based on partition sensor inputs.

VI. Contractor shall ensure all AV system devices are properly segmented and integrated within the Owner’s network environment to support secure operation of Microsoft Teams Rooms, AV control, and video/audio routing functionality.

VII. Contractor shall provide remote monitoring and network-based management capability for the AV system, including the ability to support diagnostics, device status monitoring, and system reboot functions through network-connected infrastructure.

3. System Control

I. System shall be able to automatically adapt audio, video, and control routing based on divisible room configurations (Room A, Room B, Room C) operating independently or in any combination (AB, BC, or full ABC) through the use of partition sensor inputs integrated with a centralized QSC Q-SYS Core 110f processor.

II. System control shall provide seamless automation for video conferencing, audio control, and presentation capabilities, including automatic reconfiguration of microphones, cameras, speakers, and video routing based on room partition status.

III. Controls shall be intuitive, and able to operate all audiovisual functions including system power on/off, audio levels, microphone muting, source selection, camera control, and room configuration override functions through in-room touch panel interfaces.

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b. Control audio, camera, microphones, speakers, projection screens, projectors, HDMI input sources, and Microsoft Teams Room (MTR) functions.

I. Audio Video control in each room shall be provided by a dedicated touch panel controller, including a 10-inch Microsoft Teams touch panel for meeting control and a secondary 7-inch touch panel for local AV system control.

II. Additional control shall be available via web browser interface for system monitoring and remote access control functions.

III. Audio routing shall be automatically managed based on room configuration, ensuring proper distribution of program audio, far end conferencing audio, and voice reinforcement across all room combinations.

IV. The sound system shall provide complete audio pre amplification, mixing, processing, and amplification functions utilizing ceiling microphones, wireless microphones, and distributed ceiling speakers with automated gain and routing control.

V. The system shall utilize a centralized Audio Video and Control processor (QSC Q-SYS

Core 110f or approved equivalent) to manage all audio, video, control, and automation functions across the divisible space.

VI. Networked Pan Tilt Zoom (PTZ) cameras shall be fully integrated with the system to provide automated camera switching and control based on audio localization cues and room configuration status. Cameras shall support presenter tracking, audience views, and automatic switching for hybrid conferencing environments.

VII. The system shall support Microsoft Teams Rooms (MTR) integration in each room, including one touch meeting join functionality and full room mode operation where Room B MTR acts as the primary computer device when rooms are combined.

VIII. System control shall support automated coordination of all AV endpoints including ceiling microphones, PTZ cameras, touch panels, amplifiers, processors, and control interfaces to ensure consistent operation with minimal user intervention across all room configurations.

c. 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.

II. Camera switching is automated based on audio localization cues from two Sennheiser

TCC2 ceiling microphones installed in each room. These ceiling microphones also capture far-end audio for Teams calls, ensuring high-quality voice transmission, as well as voice lift for in-room reinforcement.

d. Display Projector shall be provided by the Contractor and shall include mounts.

I. Video Display: Each room will receive a new wall-mounted drop-down projection screen and ceiling-mounted projector.

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

III. Content Ingest: An HDMI wall plate will be installed at the front of each room for local content presentation and integration into Teams meetings.

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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, projection screens, ceiling-mounted projectors, HDMI wall plates, Microsoft Teams Room (MTR) PCs, PTZ cameras, ceiling microphones, touch panels, and all associated AV control and conferencing devices within Room A, Room B, and Room C.

b. Wireless Presentation and Video Conferencing I. Fiber optic backbone shall support all AV system communications including centralized

QSC Q-SYS Core 110f processor control, Microsoft Teams Rooms (MTR) connectivity, video conferencing, audio routing, partition sensor automation, and all networked AV endpoints.

c. All Ethernet connections in the divisible space shall be connected and fully functional.

I. Ethernet connectivity shall support AV system devices including MTR PCs, PTZ cameras, ceiling microphones, touch panels, HDMI wall plates, amplifiers, processors, wireless microphones, and LAN-connected power management devices.

II. Each Ethernet connection shall support both AV system functionality and Owner network integration required for Microsoft Teams Rooms (MTR) operation and hybrid conferencing functionality.

III. All network connections shall be labeled and identified to support AV system configuration, maintenance, and troubleshooting.

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

I. Contractor shall provide network and AV connectivity to the Owner-provided lectern to support integration with Microsoft Teams Rooms (MTR), including audio input, video input, and presentation system connectivity.

II. Lectern shall be capable of interfacing with the AV system for content sharing via HDMI wall plate inputs and wireless conferencing integration.

e. The Contractor shall remove and dispose of any existing unused cabling and peripherals from Room A, Room B, and Room C to the server room.

I. Removal shall include all abandoned AV cabling, network cabling, control wiring, legacy conferencing systems, and any non-utilized audiovisual infrastructure not required for the new Q-SYS and Microsoft Teams Rooms (MTR) based system.

f. 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. 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.

Prior to final payment.

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6. 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.

Note: Franklin County will only accept upgraded model numbers of the parts listed in the bid;

we will not accept replacements and alternatives

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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: JFS Video Conference Room

Department: Franklin County Job and Family Services

RFP No.: 2026-10-19

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 REV 1

Pricing Form has been released as an Excel file and can be obtained by visiting:

https://bids.franklincountyohio.gov/ for completion.

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Pricing Form REV 1

Appendix 4.3 Pricing Form

Vendor Name:

ITEM QTY MFG MODEL # DESCRIPTION

UNIT

PRICE

TOTAL

PRICE

Room A

Projection

1 1.00 Da-Lite 39156LS CONTOUR TNSD 119D

HD1.1

2 1.00 Panasonic PT-VMZ61U7 WUXGA 1920 X 1200

6200 LMNS LASER

PROJECTOR 4k - White

3 1.00 Chief KITAS003W Drop Ceiling Bundled Kit

MTR

4 1.00 HP Poly HPP-A3LU8AA#ABA Poly Studio Base Kit G9 Plus for Microsoft Teams HP Mini IP PC w/TC10

QSYS System

5 1.00 QSC CORE 24f Core Processor with 24 local audio I/O channels, 160x160 total network I/O channels with 8x8 Software-based Dante license included, USB AV bridging, dual Ethernet ports + 2 aux Ethernet ports, two RS232 ports, 8x8 GPIO, 24 AEC. Incl.

Scripting/UCI.

6 1.00 QSC TSC-70-G3 Q-SYS 7" PoE Touch Screen Controller for In- Wall Mounting. Color - Black only

7 2.00 QSC NC-12X80 12x Optical Zoom 80° Horizontal Field of View, PTZ Network Camera, PoE, with HDMI and SDI output. Includes PTZ-WMB1 wall mount bracket

8 1.00 QSC NV-32-H 4K60 4:4:4 Network Video Endpoint for the Q-SYS Ecosystem

9 1.00 QSC NV-21-HU 4K60 network video endpoint

10 1.00 QSC NV-1-H-WE 4K60 4:4:4 HDMI

Encoder for in-wall applications interoperable with NV-32-H and NV-

21-HU. 1 HDMI 2.0

Input, PoE+, Color - White.

Audio

11 2.00 Sennheiser 509178 TeamConnect Ceiling 2 Micropho

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12 6.00 EV F.01U.417.788 Two-way 6.5" coaxial ceiling speaker with white bezel-less magnetic grille, complete with back can enclosure, tile rails, and mounting ring. 30W transformer for 70/100V or 8-ohm bypass. Priced individually, sold in pairs.

Room B

13 1.00 Da-Lite 39156LS CONTOUR TNSD 119D

14 1.00 Panasonic PT-VMZ61U7 WUXGA 1920 X 1200

15 1.00 Chief KITAS003W Drop Ceiling Bundled

16 1.00 HP Poly HPP-A3LU8AA#ABA Poly Studio Base Kit G9

17 1.00 QSC TSC-70-G3 Q-SYS 7" PoE Touch Screen Controller for In-

18 2.00 QSC NC-12X80 12x Optical Zoom 80° Horizontal Field of View, PTZ Network Camera, PoE, with HDMI and SDI output. Includes

19 1.00 QSC NV-32-H 4K60 4:4:4 Network

20 1.00 QSC NV-21-HU 4K60 network video

21 1.00 QSC NV-1-H-WE 4K60 4:4:4 HDMI

Encoder for in-wall applications interoperable with NV-32-H and NV-

21-HU. 1 HDMI 2.0

22 2.00 QSC QIO-LVR4 Q-SYS peripheral providing 4 low-voltage relay ports. Up to 4 devices daisy-chainable.

1U-1/4W, powered over Ethernet or +24 VDC.

Surface mountable, rack kit sold separately.

23 2.00 Crestron GLS-PART-CN Partition Sensor

24 2.00 Crestron PW-2407RU 18 Watt Cresnet Power Supply

25 1.00 Netgear GSM4248UX-100NAS NETGEAR/GSM4248U

X-100NAS

26 2.00 Sennheiser 509178 TeamConnect Ceiling 2

27 2.00 Shure QLXD4=-J50A Half-Rack, Single Channel Receiver

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28 1.00 Shure QLXD2/SM58=-J50A Handheld Transmitter with SM58® Microphone

29 1.00 Shure QLXD1=-J50A Bodypack Transmitter

30 1.00 Shure WL185MB/C-TQG Cardioid TQG Lavalier Microphone

31 1.00 LEA CONNECT 164D 4-channel amplifier with 160 watts per channel and Dante

32 8.00 EV F.01U.417.788 Two-way 6.5" coaxial ceiling speaker with white bezel-less magnetic grille, complete with back can enclosure, tile rails, and mounting ring.

30W transformer for 70/100V or 8-ohm bypass. Priced

Equipment Rack

33 1.00 Strong SR-AV-CAB-32U-25IN Floor standing, fully assempled rack. 32RU, 25" depth.

34 1.00 Wattbox WB-800-IPVM-12 IP Power Conditioner | 12 Individually Controlled & Metered Outlets

Room C

35 1.00 Da-Lite 39156LS CONTOUR TNSD 119D

36 1.00 Panasonic PT-VMZ61U7 WUXGA 1920 X 1200

37 1.00 Chief KITAS003W Drop Ceiling Bundled

38 1.00 HP Poly HPP-A3LU8AA#ABA Poly Studio Base Kit G9

39 1.00 QSC TSC-70-G3 Q-SYS 7" PoE Touch Screen Controller for In-

40 2.00 QSC NC-12X80 12x Optical Zoom 80° Horizontal Field of View, PTZ Network Camera, PoE, with HDMI and SDI output. Includes

41 1.00 QSC NV-32-H 4K60 4:4:4 Network

42 1.00 QSC NV-21-HU 4K60 network video

43 1.00 QSC NV-1-H-WE 4K60 4:4:4 HDMI

Encoder for in-wall applications interoperable with NV-32-H and NV-

21-HU. 1 HDMI 2.0

44 2.00 Sennheiser 509178 TeamConnect Ceiling 2

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45 6.00 EV F.01U.417.788 Two-way 6.5" coaxial ceiling speaker with white bezel-less magnetic grille, complete with back can enclosure, tile rails, and mounting ring. 30W transformer for 70/100V or 8-ohm bypass. Priced

Maintenance Agreement

46 1 per year Maitenance Agreement

Total equipment: $ 0.00 Total labor:

Shipping:

Total: $ 0.00

Notes:

Estimated date for completion:

Completed by:

(signature) (date)

Vendor Name:

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Appendix 4.4

References

Please provide three 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 three 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: (_______)

3) Contact Person Name:

Phone: (_______)

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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 Department of Job and Family Services (hereafter referred to as “County”) to provide to provide an Audio-Visual System that includes seamless automation, video conferencing, audio control, and presentation capabilities 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 # 2026-10-19 (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 2026-10-19.

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, 202# (“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

RFP v. 1.29.2026 Page 28 of 43 2026-10-19 JFS Video Conference Room– v1 this Contract; (iii) has all requisite power and authority to execute and deliver, and to perform all of its obligations under this Contract.

(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 this Contract.

3. Promptly notify the County if:

(i) Vendor learns of the occurrence of any event which constitutes, or, with the passage of time, the giving of notice or otherwise, will constitute, a default under this Contract or any of its other loan documents, together with a detailed statement by a duly authorized representative specifying the nature thereof and what action Vendor is taking or proposes to take with respect thereto;

(ii) Vendor receives any notice of default from, or the taking of any other action by, the holder(s) of any promissory note, debenture or other evidence of indebtedness of Vendor together with a detailed statement by Vendor’s duly authorized representative specifying the notice given or other action taken by such holder(s) and the nature of the claimed default and what action Vendor is taking or purposes to take with respect thereto;

(iii) Vendor learns of the existence of any legal, judicial or regulatory proceedings affecting Vendor or any of its properties or assets in which the amount involved is material and is not covered by insurance or which, if adversely determined, would cause a material adverse change in the business, prospects, profits, properties, assets or condition (financial or otherwise) of Vendor; or

(iv) There shall occur or exist any other event or condition causing a material adverse change in the business, prospects, profits, properties, assets or condition (financial or otherwise) of Vendor.

Section 4.03 Indemnification

Vendor shall assume the defense of, indemnify, and save harmless the County and all Franklin County agencies, including public officials and employees acting in the course of their employment, from any and all claims, damages, lawsuits, costs, judgments, expenses, and any other liabilities arising from or related to Vendor’s performance of the work required under this Contract and including Vendor’s employees and agents.

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This paragraph shall apply to, without limitation, any claim, damages, lawsuit, cost, judgement expense, or liability asserted by any employee or agent of Vendor.

Section 4.04 Ethics/Conflicts of Interest

Vendor and employees of Franklin County are bound by the Ethics Laws of Ohio. Any vendor or employee who violates any of these laws will be subject to penalties set forth by law. Vendor agrees that it shall take reasonable steps to ensure that its owners, members, and employees do not voluntarily acquire any personal interest, direct or indirect, which is incompatible or in conflict with the discharge and fulfillment of his or her functions and responsibilities with respect to the carrying out of said work and shall comply with the applicable provisions of the Ohio Ethics laws.

Section 4.05 Subcontracting

Vendor confirms that it will be the primary vendor who will be performing the work under the Contract. Vendor may use subcontractors for portions of the work under the Contract, but Vendor will remain the primary vendor and will remain liable for all work performed hereunder regardless of whether performed directly by it or by a subcontracted entity. Vendor will provide the County with a list of subcontractors it proposes to use for services under this Contract.

Vendor shall not use any subcontractor who has been subject to action that limits the subcontractor’s right to do business with the local, state, or federal government. County reserves the right to deny use of a subcontractor(s) if County determines that the Vendor will not be the primary vendor who will be performing the work under the Contract. Vendor will include copies of all related trade certifications and trade insurance certificates for any subcontractor prior to such subcontractor performing any work.

Section 4.06 Consent to Assign

Vendor agrees not to assign any of its rights under this Contract unless the County consents to the assignment in writing signed by all parties. Following any assignment, the County may enter into a novation agreement with assignee acceptable to the County. The parties hereto understand that the County is legally prohibited from making payment to any entity other than Vendor unless the aforementioned novation contract is executed by the County and assignee. Any purported assignment made without County’s written consent is void and may result in the County exercising its right to terminate the Contract. The County may assert against an assignee any claim or defense the County may have against the assignor.

Section 4.07 Record Keeping

Vendor shall keep all financial records pertaining to the services provided under this Contract consistent with Generally Accepted Accounting Principles (GAAP) during the period covered by the Contract and shall provide such records or access to such records as requested by the County or their designated and authorized representatives. Claims documentation may be reviewed through a formal audit and are not subject to the work access requirements set forth in this paragraph.

Section 4.08 Insurance Requirements

ALL INSURANCE COMPANIES PROVIDING COVERAGE SHALL BE LICENSED TO DO

BUSINESS IN THE STATE OF OHIO.

Throughout the Contract period, Vendor must maintain a comprehensive insurance program affording as a minimum the items indicated below:

A Certificate of Insurance reflecting the required coverage and amount must be submitted to the County. The Franklin County Board of Commissioners and the RFP Project Name and Number must be identified as additional insured and included on the Certificate of Insurance. If there is any change in Vendor’s

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Comprehensive General Liability: up to $1,000,000 single limit occurrence and $1,000,000 Aggregate limits including coverage for: a) Personal Injury Liability: all sums, which the company shall become legally obligated to pay as damages because of bodily injury, sickness, or disease including death at any time resulting there from, sustained by any person other than its employees; b) Broad form Property Damage Liability; c) products and completed operations; d) premises and completed operations; and e) contractual liability insuring the obligations assumed by Vendor under the Contract. This insurance does not apply or shall not be construed as being applicable to liability for damages arising out of bodily injury to any person or damage to any property of others resulting from the negligence of the Franklin County Board of Commissioners, its officers, employees or agents;

Umbrella and/or Excess Annual Aggregate Limit: $2,000,000 dollars including coverage over Comprehensive General Liability and Automobile Liability (total limits can be satisfied by any combination of primary and umbrella/excess coverage).

Automobile Liability Insurance: up to $1,000,000 all sums, which the company shall become legally obligated to…