Audio Visual Equipment & Services-OPOTA.pdf

OPOTA

1650 S.R. 56 S.W.

London, Ohio 43140 www.OhioAttorneyGeneral.gov

Request for Quotations (RFQ)

Audio Visual Equipment & Services Ohio Peace Officer Memorial Ceremony

1.0. Overview and Purpose

The Ohio Attorney General’s Office (AGO) is soliciting quotes from a vendor to provide audio-visual equipment and services needed for the Attorney General’s annual Ohio Peace Officer Memorial Ceremony on May 7, 2026, to be held outside, at the Ohio Peace Officer Training Academy (OPOTA) located at 1650 State Route 56 S.W., London, Ohio 43140.

Ohio Attorney General Dave Yost is an elected official who is the Chief Law Officer for the State of Ohio and its agencies, boards and commissions, pursuant to Ohio Revised Code Chapter 1091. The office consists of about 1600 employees in nearly 30 distinct sections that advocate for consumers and victims of crime, assist the criminal justice community, provide legal counsel for state offices and agencies, and enforce certain state laws.

The purpose of this request is to solicit responses for the selection of a vendor to provide audio-visual equipment and services needed for the annual 2026 Ohio Peace Officer Memorial Ceremony.

In general, the vendor will provide, set, monitor and strike a variety of microphones, stands and podiums for musicians and speakers and provide either an electronic method of cueing speakers, musicians and participants or provide two television screens and stands (one indoors and one outside) to display the run of show. The vendor must ensure audio is clearly projected to the audience in attendance and that all cords/cables are contained under pedestrian cable covers where necessary.

Responders to this RFQ are referred to herein as “bidders,” “offerors,” “supplier,” or “vendors” and these references may be used interchangeably throughout this RFQ and have the same meaning.

1.1. Outcome Goals

These are the outcomes the AGO expects resulting from contract completion. Success will be met when:

1. The selected supplier successfully assists OPOTA in presenting an event with clearly projected audio, where ceremony attendees can easily hear each musician and speaker at the event regardless of proximity to the musician or speaker.

1 Chapter 109 - Ohio Revised Code | Ohio Laws https://codes.ohio.gov/ohio-revised-code/chapter-109

2. The selected supplier is responsive and proactively initiates solutions to problems during planning and implementation processes.

3. The selected supplier can provide either an electronic method of cueing speakers, musicians and participants or provide two television screens and stands (one indoors and one outside) to display the run of show. (Laptops provided by AGO).

1.2. Award Term

The contract is expected to be signed in early 2026, with a negotiated term necessary to complete the contracted requirements.

2.0. Scope

The AGO requires an experienced supplier to provide, set, monitor and strike a variety of microphones, stands and podiums for musicians and speakers at the annual Ohio Peace Officer Memorial Ceremony. The annual event is held in an outdoor setting at the Ohio Peace Officer Training Academy in London, Ohio. The vendor must ensure audio is clearly projected to the 150-200 audience in attendance.

The Ohio Channel records and provides a live stream of the annual ceremony; therefore, the selected vendor is not required to record or livestream any aspects of the event. The setting and set-up of the event can be viewed by interested suppliers on the Ohio Channel’s recording of the Ohio Peace Officers Memorial Ceremony – 2024. If you have any issues accessing the video through this link, please search for the Ohio Channel and the Ohio Peace Officers Memorial Ceremony – 2024. Recordings of other years are also available for viewing on the Ohio Channel.

Additionally, the Attachment - Equipment & Labor Examples provides examples of equipment and labor provided for the most recent previous event.

2.1. AGO Assumptions

1. AGO will assign a main point of contact with authority to authorize and prioritize services requested by AGO.

2. AGO can request services verbally, via email to the vendor, or through other means which ensure the request will be received in a timely manner. Verbal requests for services will be documented in writing.

3. The AGO will only be charged for the actual work and equipment authorized by the AGO.

2.2. Work Location

All work performed under a contract awarded pursuant to this RFQ will be conducted outdoors at Peace Officer Training Academy (OPOTA) located at 1650 State Route 56 S.W., London, Ohio 43140. The arrival time is 9:00 a.m. EST. for setup and sound check, breakdown completed by 4 p.m. EST. The vendor shall not https://ohiochannel.org/video/ohio-peace-officers-memorial-ceremony-2024 https://ohiochannel.org/video/ohio-peace-officers-memorial-ceremony-2024 be reimbursed for travel, lodging or any other expenses incurred in the performance of the work under the contract.

Meetings regarding event planning and logistics may take place in-person, virtually, or via phone calls. It is anticipated that the vendor can do much of the planning work remotely.

All work performed under the resulting contract must be performed within the territory of the United States.

All services provided by the selected contractor must not be performed outside of the United States without AGO’s written permission provided in advance. AGO data must not be stored, accessed from or transmitted to outside of the United States without AGO’s written permission provided in advance.

3.0. Vendor Quote Content and Submission

Vendors must provide information and responses as directed within the Ohio Buys Questionnaire Solicitation Links. All responses to this RFQ must include the information listed below to ensure the quote submission is considered for this opportunity. Any material deviation from the format or information below or within Ohio Buys may result in rejection of a response.

The vendor’s responses to the information requested will allow for a well-defined comparison of bids received. Quotes must be valid for no less than 60 days from the quote due date.

1. Capability Statement. Reference examples of successful prior activities, the entities for which the services were provided, and how the services relate to the AGO’s needs. The AGO seeks a vendor capable of delivering audio services and proactively resolving problems. The statement should include a minimum of five (5) years of experience providing audio visual services.

2. References. Vendors must provide the name, address and phone number of two (2) references having documented successful contracts that are similar in scope, complexity, and cost of this request.

3. Equipment Cost and Labor Rate. Vendors must provide a best-estimated list of the audio-visual equipment to be provided for the event and its cost, as well as an estimate of the service and labor breakdown. The service and labor breakdown must include position titles, hourly rates and the expected total hours to be incurred during the event.

o In addition to providing summary pricing within the Item Grid, a detailed, itemized quote, in a *.pdf file format, must be attached.

o The *.pdf quote should be valid for no less than 60 days.

4. Contract. Vendors must provide a DAS State Term Schedule (STS) Number, if applicable.

5. Terms and Conditions. Vendors must review the RFQ and the Sample Contract Attachment and within the Questionnaire must identify and attach any vendor assumptions or exceptions to the Terms and Conditions in vendor’s quote.

All responses must be submitted online via Ohio Buys no later than the date listed in the Calendar of Events.

When submitting bid files, vendors should note the following:

• All attachments should be in a searchable PDF format, unless directed differently by this document.

o When directed, other file types may be attached but only the following file extensions will be allowed: .docx, .xlsx, .zip.

The AGO has the discretion to select a vendor and to reject responses that are not in the best interest of the AGO, or to cancel this solicitation. The AGO may waive minor defects and/or request clarifications in the responses if doing so does not materially deviate from the specifications or otherwise create an unfair competitive advantage. Any response, revision, improper marking, or amendment to a response or submission may be disqualified

The AGO will not be liable for any costs incurred by a vendor in responding to this solicitation, regardless of whether the AGO awards any contract(s) through this process, decides to cancel this solicitation for any reason, or issue another solicitation if it is deemed to be in the best interest of the AGO to do so.

The AGO reserves the right to negotiate all terms associated with this solicitation. It is entirely within the discretion of the AGO to permit negotiations. A vendor must not submit a response assuming that there will be an opportunity to negotiate any aspect of the response. The AGO is free to limit the negotiations to particular aspects of any response. Vendors should not base their pricing on the assumption of long-term financing by the AGO that extends beyond the current biennium, which ends June 30, 2026.

The award will be made to the vendor that offers the lowest responsive and responsible quote.

4.0. Calendar of Events

The official schedule for this RFQ is maintained in View Public Solicitations: OhioBuys page. Dates listed in OhioBuys may be adjusted at the discretion of the Ohio Attorney General’s Office, and any changes will be communicated through OhioBuys.

5.0. Communication and Inquiries

Unless the AGO advises differently, all contact is to be in writing using the Ohio Buys website. Ohio Buys provides the primary platform for Supplier partners to engage in procurement activities with the State of Ohio. For additional information on using Ohio Buys follow the link provided below:

• Ohio Buys for Suppliers

All inquiries and responses will be posted to the Ohio Buys website. The due date for any inquiry within the intent and scope of this solicitation must be received by the date listed in the Calendar of Events.

Vendors may make inquiries regarding this solicitation any time during the inquiry period listed in the Calendar of Events and Deadlines. To make an inquiry, vendors must login to Ohio Buys, navigate to the solicitation, open the inquiry tab, and submit their inquiry. Vendors will not receive a personalized e-mail response to their question, nor will they receive notification when the question has been answered.

Vendors may view inquiries and responses on the Ohio Buys Public Solicitations page by opening the Solicitation Overview and navigating to the inquiries section of that page.

https://ohiobuys.ohio.gov/page.aspx/en/rfp/request_browse_public https://procure.ohio.gov/bidders-and-suppliers/resources/01_selling+to+the+state

If Vendors experience technical difficulties accessing the Ohio Buys website where the solicitation and its related documents are published, they may contact the Ohio Shared Services Help Desk through one of the options listed here:

• Email OBM.ContactCenter@obm.ohio.gov and put "Ohio Buys" in the subject line.

• Phone 614-338-4781 or 1-877-644-6771.

Any reference materials related to this solicitation will be available on the Ohio Buys website. The website address is also linked from www.ohioattorneygeneral.gov/Business/Services-for-Business/RFQ.

6.0. Terms and Conditions

The selected vendor may not report to the AGO or ship any equipment to the AGO, and no work may commence until an AGO contract as well as all other applicable agreements, including end user license agreements (EULA), subscription, and/or other license agreements, have been fully executed, background checks are completed and approved for all vendor employees, and a purchase order is issued to the vendor.

Note that the contracting, background check, and purchase order processes may take up to six to ten weeks in total to complete.

The AGO Attachment - Sample Contract for this Work is included with this RFQ. The RFQ and the Sample Contract constitute the Contract Terms and Conditions for this Work. Vendors must review the RFQ and Sample Contract and must identify any exceptions to the Terms and Conditions in vendor’s quote. If exceptions are not noted in the quote, the vendor stipulates vendor’s acceptance of the Contract Terms and Conditions.

Once the selected vendor reports to the AGO, all work will be conducted in accordance with AGO policies, procedures, coding standards, and best practices as instructed by the AGO.

The AGO is subject to the requirements of the Ohio Public Records Act, located at Ohio Revised Code Section

149.43. Accordingly, vendors must understand that information and other materials submitted in response to this solicitation or in connection with any contract as a result of this solicitation is subject to disclosure as a public record. Accordingly, responses should not include any confidential or trade secret information.

Any contract resulting from this solicitation is subject to Ohio Revised Code Section 9.27 - State Contracts - Invalid Terms and Conditions. This is the prohibition, among other things, of adding indemnity and hold harmless clauses in agreements when selling to the government, these provisions, if added to an agreement, are immediately unenforceable. Vendors must not include prohibited terms in their standard manufacturer warranties and applicable warranty services.

During the term of any contract resulting from this solicitation, the vendor shall be engaged by the AGO solely on an independent contractor basis, and the vendor shall therefore be responsible for all the vendor’s business expenses, including, but not limited to, employees’ wages and salaries, insurance of every type and description, and all business and personal taxes, including income and Social Security taxes and contributions for Workers’ Compensation and Unemployment Compensation coverage, if any.

mailto:OBM.ContactCenter@obm.ohio.gov http://www.ohioattorneygeneral.gov/Business/Services-for-Business/RFQ