9D5C4E27-A2A7-EBA2-2714B42F829186DC.pdf

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

Purchasing Department Megan A. Perry-Balonier, Director

June 24, 2026

RFP# 2026-10-09 Audio Visual System for Conference Room

QUESTIONS AND ANSWERS

Please note the following regarding this Request for Proposal:

1. Please note the attached final questions and answers provided regarding this RFP. The deadline to submit questions was June 17, 2026 by 5:00 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?

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 # 2026-10-09, – Audio Visual System for 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# 2026-10-09 – Audio Visual System for 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.cfm. Once the account is created, you should be able to view the posted RFP on the website, and download the documents.

http://purchasing.franklincountyohio.gov/businesses/bid-opportunities/ https://bids.franklincountyohio.gov/account/register.cfm

3.

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

Due to the design and internal support expertise needed to support and operate the system, the system needs to be designed on Q-Sys. Support with other control systems is not possible with internal support at this time.

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 due to the knowledge of Q-Sys control systems on our internal support team.

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 our systems. In the event of vendor support, the vendor will need to use a conference call with screen share with an internal staff member to provide remote support. If this is not possible for the vendor, an onsite 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 vendor was 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 who may be capable of meeting an RFP's requirements, 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 our 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.

During the Pre-proposal Meeting, will there be an opportunity to view in-person the locations where the work will be performed?

Yes. The purpose of the in-person pre-proposal meeting is to provide vendors with an opportunity to view the rooms and locations where the work will be performed.

9.

During the Pre-proposal meeting, will pictures be permitted to be taken in order to more effectively design the system?

Pictures are permitted in the space (limited to the rooms (132ABC) outlined in the RFP, pending their availability on that day). The onsite meeting will take place in 1 of the 3 rooms, so vendors will be in the space where work will take place.

10. Will the questions and answers at the pre-proposal meeting be available to the public / to those submitting RFPs?

Yes. Questions submitted in connection with this RFP, including those raised during the pre-proposal meeting, and the corresponding answers will be made available to all interested parties and according to the calendar of events.

Please refer to Section 1.3 Project Timeline of the RFP packet.

Please note that Franklin County does not provide oral or verbal responses to questions during the pre-proposal meeting or at any other time. All questions must be submitted in writing to Timah Aboagye, Bidding Coordinator, at Timah.Aboagye1@franklincountyohio.gov. Please refer to Section 2.2.2 Submittal of Questions of the RFP packet.

11. The RFP states: 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. Will the locations of these rooms be available to those unable to attend the pre-proposal meeting?

The meeting will take place in one of the 132 rooms, however, access to secured rooms such as the network and server room will be prohibited due to the secure nature of the building on the day of the meeting.

12. The RFP states: 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. Will there be

During the onsite meeting, you will be introduced to the Deputy Director of IT, who is responsible for this project at the Agency. The network is owned and operated by the State of Ohio, who will be a partner in this project and will be introduced to the selected vendor when the project begins. All questions must be submitted in writing to Timah Aboagye, Bidding Coordinator, at Timah.Aboagye1@franklincountyohio.gov. Please refer to Section 2.2.2 Submittal of Questions of the RFP packet.

mailto:Timah.Aboagye1@franklincountyohio.gov mailto:Timah.Aboagye1@franklincountyohio.gov an opportunity to collaborate with the IT professionals that are responsible for the network for the space? If so, are there any restrictions on networking equipment in order to achieve the above goals?

13. 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 technicians on-site that would be able to collaborate via phone with our service technicians.

The space in the RFP is a high-visibility critical room for our 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 remotely with the vendor in the event no on-site vendor technician is available.

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

Training for 10 staff members will need completed during the post-install hand-off to Agency support staff.

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

Monday to Friday, 8am - 5pm.

Sealed proposals are due by 2:00 p.m. on July 8, 2026, to the Franklin County Purchasing Department, at which time they will be publicly opened, and the names of Proposers 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 Questions and Answers.

By signing below, I hereby state that I have received Questions and Answers:

Signature of Authorized Representative

Company Name

Date