Staging and AV Services for 2025 LETS RFP vfinal Ohio Buys.pdf

www.OhioAttorneyGeneral.gov

OHIO ATTORNEY GENERAL’S OFFICE

REQUEST FOR PROPOSALS

Ohio Peace Officer Training Academy (OPOTA)

Staging and Audio-Visual Services

RFP NUMBER: OPOTA-0625-6028

June 20, 2025

Responses must be submitted no later than the deadline via Ohio Buys on or before

July 21, 2025; 11:00 AM Time Eastern Time

Contents

SECTION 1.0 INTRODUCTION

1.1. Background

1.2. Purpose

1.3. Outcome Goals

1.4. Award Terms

SECTION 2.0 SCOPE

2.1. Overview

2.2. Scope of Work

2.2.1. Breakout Sessions

2.2.2. Ballroom Sessions

2.2.3. Special Speakers

2.3. Audio-Visual Equipment and Venue Policies

SECTION 3.0 REQUIRED RFP RESPONSE CONTENT

3.1. Offeror General Information - Transmittal Letter

3.2. RFP Response

Section 1 – Experience, References, and Staffing

Section 2 – Approach to Scope of Work

Section 3 – Customer Support

Section 4 – Exceptions, Assumptions, and Deviations

Section 5 – Pricing

SECTION 4.0 EVALUATION PROCESS

4.1. Evaluation Steps

Step 1 – Response Preparation Compliance Review

Step 2 – Response Scoring

Step 3 – Offeror Interaction

Step 4 – Best and Final Offer (BAFO)

Step 5 – Identification of the Apparent Successful Offeror

Step 6 – Contract

4.2. Scoring Criteria and Weights

SECTION 5.0 GENERAL INFORMATION

5.1. Reference Material Website

5.2. Communication and Inquiries

5.3. Schedule of Events and Deadlines

5.4. RFP Response Submission

5.4.1. Response Submission Instructions

5.5 General Response Requirements

5.5.1. Multiple or Alternate Responses

5.5.2. Discrepancies

5.5.3. Restrictions on Communications

5.5.4. News Releases

5.5.5. Discussions

5.5.6. RFP Response Validity Period

SECTION 6.0 GENERAL TERMS AND CONDITIONS

6.1. Budget and Payment

6.2. Requirements Specific to the State of Ohio

6.2.1 Fiscal Biennium

6.2.2. Reimbursable Expenses

6.2.3. Public Record Information

6.2.4. Trade Secret Information

6.2.5. Governing Law

6.2.6. Warranties and Certifications with Respect to this RFP

6.3. Liability

6.4. Protective Provisions

6.5. Subcontractors

SECTION 1.0 INTRODUCTION

The Ohio Attorney General’s Office (AGO) is pleased to release this Request for Proposals (RFP) to supply the AGO with audio-visual services for the annual Law Enforcement Training Symposium (LETS) to be held September 28 through 30, 2025, at Kalahari Resorts and Conventions in Sandusky, Ohio.

LETS is the preeminent gathering of state, county, and municipal law enforcement in Ohio. The projected attendance at the conference is 600.

As part of LETS, the Ohio Peace Officer Training Academy (OPOTA) will have concurrent workshop sessions, a career and job fair, exhibit hall, and special guest speakers. An awards ceremony is also held to recognize the distinguished service of Ohio law enforcement officers.

More information about the symposium can be found on the Ohio Attorney General website or by clicking here.

1.1. Background

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 1,600 employees in nearly 40 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.

As part of its core mission, OPOTA oversees training requirements and curriculum for peace officers, private security, local corrections, jail personnel, K-9 units, and humane agents, in addition to firearms programs for public defender investigators, bailiffs, probation officers, and parole officers. It also oversees certification standards of peace officers.

1.2. Purpose

The objective of this RFP is to partner with an experienced firm to provide both staging and audio-visual services for the upcoming LETS.

The AGO expects access to reliable technical expertise and a comprehensive suite of audio-visual solutions and products. The event is to be produced in a manner that appropriately represents the importance of the gathering.

1.3. Outcome Goals

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

1 Chapter 109 - Ohio Revised Code | Ohio Laws https://www.ohioattorneygeneral.gov/Law-Enforcement/Ohio-Peace-Officer-Training-Academy/Law-Enforcement-Training-Symposium https://codes.ohio.gov/ohio-revised-code/chapter-109

• The selected supplier successfully provides OPOTA with staging and presenting an event with clearly projected audio, where ceremony attendees can easily hear each speaker at the event regardless of proximity to the speaker.

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

1.4. Award Terms

The contract is expected to be signed in 2025, with a negotiated term necessary to complete the contracted requirements.

SECTION 2.0 SCOPE

Through this RFP, the AGO seeks the following:

2.1. Overview

Through this RFP, the AGO seeks a vendor to provide staging and audio-visual equipment and services for the Attorney General’s Law Enforcement Training Symposium (LETS).

Concurrent sessions and activities will begin at 8:00 a.m. on Sunday, September 28, 2025, and continue through 5:00 p.m. on Tuesday, September 30, 2025, at Kalahari Resorts and Conventions, 7000 Kalahari Drive, Sandusky, Ohio 44870.

The AGO expects access to the reliable technical expertise of the vendor and a comprehensive suite of staging and audio-visual solutions and products to fulfill the needs of this annual event.

2.2. Scope of Work

This section contains the audio-visual equipment and staging service requirements of the AGO at the symposium. The selected contractor who provides for these events shall be responsible for ensuring that the event has, but is not limited to, all of the following production elements and services.

The selected contractor will need to work with both the AGO and Kalahari Resorts and Conventions through the full scope of the event timeline, including planning activities and event set-up through tear-down of the supplied audio-visual equipment and staging. All event coordination, including set-up and equipment delivery as well as the post-event tear-down activities, must take place during the dates listed within this solicitation. If additional set-up or tear-down dates are needed solely for the selected contractor to deliver or pick up equipment, those dates and the best estimate of times should be included in the proposal’s narrative.

2.2.1. Breakout Sessions

There will be up to eight (8) concurrent breakout sessions each day over the 3-day symposium. Each will be held in a separate room. On Sunday, September 28, 2025, OPOTA will offer four (4) concurrent breakout sessions. One (1) of the four (4) rooms must be set up early Sunday morning prior to the session starting at 8:00 a.m. A second room must be set up before the next session starts at 8:45 a.m. Set-up for the last two

(2) rooms must be completed before each session begins at 10:00 a.m.

On both Monday and Tuesday, concurrent sessions run from 7:45 a.m. to 9:45 a.m. and again from 10:00 a.m. to 12:00 p.m.

Each room where the breakout sessions occur requires the following equipment to be provided, set-up, and ready to use at the beginning of each breakout session:

• Lavalier microphones

• LCD Data Projectors

• Screens

• Laptops with Power Point

• Audio system/Speakers

• Desk top or stand-up podiums

• Podium microphone stands

• Podium microphones

• Wireless handheld microphones

• Wireless power point remotes – with pointer

• Eight (8) 20 amp circuits

For each breakout session, the selected contractor must provide and ensure the following:

• All set-ups must be completed on Sunday, September 28th.

o Courses and events planned for Sunday require an early morning set-up and a scheduled rehearsal to test equipment.

o Courses and events planned for Monday and beyond can be set up later in the day on Sunday and a rehearsal time must be scheduled to test all the remaining equipment.

• All sound is monitored during the breakout sessions.

• All AV related equipment for breakout sessions including laptops, power point presentations, microphones, and audio is operational and properly managed.

• Safety guidelines and all venue policies are adhered to.

• During each day of the event, as part of the necessary staging, there is a need for a total of 25 easels for display purposes, in or near each of the breakout rooms, lobby spaces, hallways and foyers.

• Some workshops may need to be video recorded.

2.2.2. Ballroom Sessions

There will be one ballroom, with a capacity of 600, utilized each day for multiple activities, over the 3-day symposium.

Half of the ballroom (sections A, B, G, and H) is scheduled for use on Sunday afternoon from 1:00 to 4:00 p.m. for the Career and Job Fair. Although the AV provider will not be required to offer services for the fair, these activities will result in a delay in gaining access to that half of the room until after 5:00 p.m. Access to sections C, D, E, and F can be gained at the start of the day to allow for stage set- up. The ballroom will be utilized on Monday for breakfast from 6:45 a.m. to 7:45 a.m. with welcome and opening remarks beginning at 7:00 a.m. and ending at 7:30 a.m.

The ballroom will be utilized on Tuesday for breakfast and networking from 7:00 a.m. to 7:45 a.m. and again for lunch from 12:00 p.m. to 1:00 p.m. An Awards Ceremony will be held in the ballroom on Tuesday from 1:00 p.m. to 2:30 p.m. Additionally, a critical incident debrief will occur as a general session in the ballroom from 2:30 p.m. to 5:00 p.m. on Tuesday.

The ballroom sessions require the selected contractor to provide event stage design with elements, décor, props and lighting that will make speakers more comfortable, keep attendees' attention on the stage, and aid in delivering the professional impact of this event to those in attendance. In addition to the stage design elements, the AGO’s office has a large 8 x 8-foot banner that will be used as a backdrop to the stage that will need to be hung.

The ballroom sessions require the selected contractor to provide the following minimum equipment, complete set-up of the equipment, and have the equipment ready to use at the beginning of each activity:

• Podium

• Podium microphone stand

• Podium microphone

• Wireless handheld microphone

• Laptop with Power Point

• Stage lighting (lighting equipment)

• Backdrop and up-lighting for stage (scenic)

• Stage Risers 12’x32’x2’ (stage with steps in front and on both sides)

• 2 large screens

• 1 projector

• Sound system/speakers

The following services are required during the ballroom sessions:

• Video recording of the Opening Remarks and the Awards Ceremony.

• Displaying power points and videos on big screen(s) as requested.

• Projection of what is taking place on the stage on the big screen(s).

For the ballroom sessions, the selected contractor must provide and ensure the following:

• Proper lighting for optimal stage viewing.

• All sound is monitored during the ceremony so that every guest feels as though they are in the front row.

• Music, slideshows, and videos prior to, during, and after the event are coordinated.

• Video production is set up in a manner that speakers are seen via the large screen(s).

• Set-up for Monday’s Welcome and Opening Remarks must be completed on Sunday, September 28th and the rehearsal time must be scheduled on Sunday to test all equipment.

• Safety guidelines and all venue policies are adhered to.

• All AV-related equipment for events taking place in the ballroom is operational and properly managed.

2.2.3. Special Speakers

On Monday, September 29 from 1:00 to 6:00 p.m. the AGO will offer three separate 90-minute speaking sessions in the Cypress Room.

For the 1:00 to 2:30 p.m. and the 4:30 to 6:00 p.m. sessions, a small riser and a podium with an operational microphone may be needed for the speaker and provide projection of the speaker to a large screen.

A panel discussion will be held in the same room during the 2:45 to 4:15 p.m. session. The panel discussion will require five microphones, one for each panel speaker, as well as two additional wireless microphones to allow for questions from the audience. The contractor must provide projection of the speaker to a large screen.

If the number of registrants to this session exceeds 200, it may be moved to the ballroom.

2.3. Audio-Visual Equipment and Venue Policies

Kalahari Resorts and Conventions can provide a wide selection of state-of-the-art audio-visual equipment.

Any equipment to be sourced from Kalahari should be identified well in advance of the event to ensure the availability of equipment and the proper setup of function spaces. Available equipment, rental rates, and additional charges can be found here.

Additionally, only Kalahari staff can connect any equipment to the house sound system. Labor charges may be incurred by the selected contractor for the Kalahari audio-visual technician’s assistance in making such connections, offerors should review the Kalahari Policy and Procedure Guide found here.

It is the responsibility of the offeror to ensure its equipment and services are compatible and comport to Kalahari’s rules and specifications. The AGO strongly encourages offerors to reach out to Kalahari in advance of submitting a Proposal to ensure they can comply with this section, SECTION 3.0 REQUIRED RFP RESPONSE CONTENT

A complete response to this RFP must include all requests described in this section.

https://www.kalaharimeetings.com/ohio/meeting-planner-tools-resources/all-the-info/ https://www.kalaharimeetings.com/ohio/meeting-planner-tools-resources/all-the-info/

3.1. Offeror General Information - Transmittal Letter

The Transmittal Letter must be in the form of a standard business letter and must include:

a) Identify the submitting organization’s name, address, and phone number (along with parent company name, if any).

b) Separately identify the name, title, phone number, and email address of the person authorized by the organization to contractually obligate the organization.

c) Separately identify the name, title, phone number and email address of the person authorized to negotiate a contract on behalf of the organization.

d) Separately identify the name, title, phone number, and email address of person to be contacted for clarification of the RFP response.

e) Explicitly indicate acceptance of the Terms and Conditions in Section 6.0 of this RFP. If any exceptions, assumptions, or deviations are taken to the terms and conditions described in this RFP, each must contain sufficient amplification and justification to permit evaluation.

f) Identify what percentage of the work will be done by subcontractors.

g) Explicitly acknowledge receipt of any and all amendments to this RFP, if applicable.

3.2. RFP Response

Provide detailed information in a clear, concise manner addressing each of the requests and questions listed in each of the following sections. If the offeror proposes to perform the services in a manner inconsistent with any of the statements provided by the AGO throughout this document, the offeror should clearly indicate this inconsistency and clearly explain to the AGO how offeror’s proposed solution will meet the AGO’s goal of receiving services that are in accordance with the highest standards. The AGO is ultimately interested in realizing the goals described in this document. The AGO welcomes creative and diverse methods to accomplish these goals.

The RFP response must be organized and contain information as specified in the following paragraphs.

For reference only, a summary table is included here first.

Section Ref. RFP Response Summary Table Reference

- Transmittal Letter

1 Experience, References, and Staffing

2 Approach to Scope of Work

3 Customer Support

4 Exceptions, Assumptions, and Deviations

5 Pricing

Offerors must use the section reference naming conventions outlined in the table above in their responses.

Section 1 – Experience, References, and Staffing

1. Provide a general overview of your organization. What sets your organization apart from your competitors? Why is your organization uniquely qualified to take on this scope of work?

2. Experience of staff assigned to perform this project. Include details of past projects of the staff you intend to assign to this project. The AGO will give higher weight to past projects that are most like this opportunity.

3. Reference Questionnaire. Include at least three references from existing customers of the offeror.

References from clients similar to the AGO in size and complexity will receive more weight. These references must be in the United States. Information that must be supplied for each reference is on the form in Attachment B – Offeror References.

• Be advised that the AGO may contact the offeror references to confirm the information provided. By submitting a Proposal, the offeror consents that the AGO may independently contact and inquire with other customers of the offeror, for the purpose of this evaluation. Offerors must have satisfactorily completed the qualifying work, as verified by their references, to receive evaluation points for this requirement.

4. Provide an explanation of how your company measures customer satisfaction. Explain how you use these measurements to analyze and improve your performance.

Section 2 – Approach to Scope of Work

1. Describe your overall approach and methodology for this project in line with the RFP objectives and key elements outlined in the Scope of Work.

2. Provide an implementation timeline, including key milestones related to the scope of work. Include estimates of the timeframe to complete each task.

3. What responsibilities or resources do you expect the AGO to provide for this project to be successful?

4. How will you utilize subcontractors in the delivery of this project?

Section 3 – Customer Support

1. How do you ensure clear and consistent communication with clients throughout the planning and execution of the event?

2. What on-site support do you provide during the event? How do you ensure everything runs smoothly on the days of the event?

3. Provide examples of how you have handled unexpected issues or emergencies during past events. What steps did you take to resolve them?

4. How do you accommodate special requests or last-minute changes from clients?

5. Provide an explanation of how your company measures customer satisfaction. Explain how you use these measurements to analyze and improve your performance. Do you provide any post-event reports or summaries?

Section 4 – Exceptions, Assumptions, and Deviations

The offeror must submit a section identifying any exceptions, assumptions, or deviations to this RFP. If there are none, state “No Exceptions, Assumptions or Deviations in the RFP Response” when completing this section of the response.

• Any exceptions, assumptions, or deviations taken to the terms and conditions described in this RFP’s Terms and Conditions Section must contain sufficient amplification and justification to permit evaluation.

• If the offeror presents exceptions, assumptions and deviations, the offeror must reference the exact section, page, and sentence(s) of the RFP that corresponds to the exception, assumption, and deviation.

The listing of exceptions, assumptions, or deviations will not automatically cause a response to be deemed unacceptable. However, a large number of exceptions, assumptions, deviations or one or more significant exceptions, assumptions, or deviations not providing sufficient benefit to the AGO may result in rejection of the RFP response as unacceptable. The interpretation of “large,” “significant” and “sufficient” is at the discretion of the AGO.

The AGO reserves the right to reject or accept any and all exceptions, assumptions, and deviations.

Section 5 – Pricing

Pricing is to be provided separately from the RFP Response items above within the Ohio Buys Financial Questionnaire.

1. Offerors must provide a complete comprehensive pricing model. Complete a price schedule, budget, or cost proposal in its entirety that will enable the effective delivery of the proposed project.

2. Describe all direct and indirect costs associated with the project.

3. Describe any key cost variables for the project such as volume, frequency, duration or length, and service level.

4. Describe any key budgeting decisions, assumptions, or calculation approaches used to develop the cost proposal.

SECTION 4.0 EVALUATION PROCESS

The AGO will evaluate responses utilizing a best-value methodology. The subsections below describe the criteria and steps the AGO will use to evaluate offeror responses. The AGO may award a contract to the offeror that provides the most advantageous offer to the AGO, based on a combination of qualifications and price. The contract may not necessarily be awarded to the lowest price proposal. The AGO may also reject any Proposal that it believes is not in its best interest to accept, and the AGO may decide not to do business with any of the offerors responding to this RFP. Moreover, the AGO may decide to cancel this RFP for any reason, or issue another RFP, if it is in the best interest of the AGO to do so.

The subsections below describe the criteria and steps the AGO will use to evaluate offeror responses.

4.1. Evaluation Steps

This subsection provides an overview of the process that will be used to evaluate responses. It is important to note that the basis for Contractor selection is not response scoring alone, but a more extensive sequence of events, as outlined below.

Step 1 – Response Preparation Compliance Review

Each response will be reviewed for compliance with the preparation instructions included in this RFP. This includes an accept/reject component for any mandatory submission requirements and the degree of compliance with the Terms and Conditions. For example:

• In a failed response, the offeror rejects the AGO’s Terms and Conditions and substitutes its own language that is not acceptable to the AGO;

• In an acceptable response, the offeror accepts the AGO’s Terms and Conditions as is, and/or with minor non-substantive changes, and/or adds language that provides mutually beneficial terms and conditions, and/or provides changes that enhance the utility of the resulting contract (such as other arrangements that improve the contractor/client relationship or service involved).

Step 2 – Response Scoring

In this step, the AGO will score the responses that in step 1 have not been rejected or deemed unacceptable. Scoring will be carried out across logical groups of criteria. The outcome of this step is a tabulation of points awarded to each offeror.

Step 3 – Offeror Interaction

In this step, the AGO interacts with one or more of the top scoring offerors in oral presentations or discussions regarding the proposal submitted. The AGO may decide to add additional scoring resulting from discussions.

Only those solutions that are determined to be reasonably susceptible of being selected for award by best demonstrating a full understanding and responsiveness to the AGO’s requirements, while also delivering optimal value within a competitive pricing structure will be considered.

This step will allow for the comparison of the top scoring offers in the context of their suitability, as well as allowing the AGO to engage in impactful discussions around the scope, value, and deliverables, which might result in better pricing or more favorable terms.

The outcome of this step will be used as part of the overall evaluation process.

Step 4 – Best and Final Offer (BAFO)

During this step the AGO may request one or more of the top scoring offerors to clarify, correct, and revise their proposal and tailor pricing based on specific requirements reflecting any information discovered during the AGO’s evaluation process and offeror interaction. In fact, the AGO reserves the right to negotiate prices at any time.

The outcome of this step is Best and Final Offers from one or more of the top scoring offerors.

Step 5 – Identification of the Apparent Successful Offeror

In this step, the AGO will confirm mandatory submission requirements, determine the degree of compliance to the Terms and Conditions documented in Section 6.0, and tabulate, compile and verify all scores. Using a best-value perspective, the AGO will identify the apparent successful offeror, whose offer is most advantageous to the AGO.

Step 6 – Contract

In this step, the AGO and the apparent successful offeror will engage in contract negotiations. Contract negotiations may fail, and in this case the AGO would return to one of the prior steps. The outcome of this step will be a signed contract.

4.2. Scoring Criteria and Weights

In the technical evaluation phase, the AGO will score the merits of the Proposals based on the following requirements and the weights assigned to each requirement.

Qualifying technical proposals will be reviewed and collectively scored by the AGO. For each of the criteria given in the following table, the AGO will judge whether the technical proposal exceeds, meets, partially meets or does not meet the requirements expressed in the RFP, and assign the appropriate point value, as follows:

In the technical evaluation phase, the AGO will score the technical merits of the Proposals based on the following requirements and the points assigned to each requirement:

Category – RFP Response Section Total Points

Section 1 - Experience, References, and Staffing 15

Section 2 - Approach to Scope of Work 35

Section 3 - Customer Support 10

The outcome of the scoring of the technical proposals and the opening of the cost proposals is a tabulation of the points awarded to each offeror.

Category – RFP Response Section Total Points

Section 5 – Pricing 40

The AGO will rate the Proposals based on the following criteria and respective weights.

Criteria Percentage

Technical Proposal 60%

Pricing Proposal 40%

The offeror with the highest point total for the Technical Proposal will receive 60 points. The remaining offerors will receive a percentage of the maximum points available based upon the following formulas:

• Technical Proposal Points = (Offeror’s Technical Proposal Points / Highest Number of Technical Proposal Points Obtained) x 60

The offeror with the lowest proposed Not-To-Exceed Fixed Price will receive 40 points. The remaining offerors will receive a percentage of the maximum cost points available based upon the following formula:

• Cost Summary Points = (Lowest Not-To-Exceed Fixed Price/Offeror’s Not-To-Exceed Fixed Price) x 40

Total Points Score: The total points score is calculated using the following formula:

• Total Points = Technical Proposal Points + Cost Summary Points

SECTION 5.0 GENERAL INFORMATION

5.1. Reference Material Website

Reference materials related to this RFP will be available on the states’ Ohio Buys website. The website address is also linked from www.ohioattorneygeneral.gov/Business/Services-for-Business/RFQ. 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 links provided below:

• OhioBuys for Suppliers

The AGO anticipates the website to provide the following:

• RFP Documents – Copy of this RFP and any Attachments.

• RFP Communication – Any documentation related to addenda to the RFP, questions and answers, and other announcements.

• Addenda – Contains any addenda or amendments to the RFP or other documentation.

http://www.ohioattorneygeneral.gov/Business/Services-for-Business/RFQ https://procure.ohio.gov/bidders-and-suppliers/resources/01_selling+to+the+state

• Questions and Answers – Contains copies of all questions and answers regarding the RFP or other related documents.

• Editable RFP Forms – Any editable copies of forms and tables found in the RFP and required in the offeror’s response.

5.2. Communication and Inquiries

Unless the AGO advises differently, all contact is to be in writing using the Ohio Buys website. All inquiries and responses will be posted to the same website.

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

Offerors 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. The AGO will not respond to any inquiries received after the deadline on the end date.

If Offerors experience technical difficulties accessing the Ohio Buys website where the RFP and its related documents are published, they may contact the OBM Contact Center through one of the options listed here:

• Submit a helpdesk ticket via email to OBM.ContactCenter@obm.ohio.gov and put "Ohio Buys" in the subject line.

• Phone the OBM Contact Center at 614-338-4781 or 1-877-644-6771.

5.3. Schedule of Events and Deadlines

The AGO will align the procurement to the dates indicated in the table below.

No. Action Date

Firm Dates

1 RFP Released June 20, 2025

2 RFP Inquiry Deadline Date/Time July 3, 2025; 11:00 AM

3 RFP Response Deadline Date/Time July 21, 2025; 11:00 AM

Estimated Dates

4 AGO Review and Evaluation of Offeror Proposals July 2025

5 Offeror Interview (only if requested by the AGO) July 2025

6 Apparent Successful Offeror Notification August 2025 mailto:OBM.ContactCenter@obm.ohio.gov

No. Action Date

7 Contract Process and AGO Due Diligence August 2025

5.4. RFP Response Submission

Offerors’ proposals in response to this RFP (each a “Proposal”) must be received by the AGO no later than the date indicated in the Procurement Schedule table above.

All responses must be submitted via Ohio Buys.

An individual authorized to bind the offeror to the provisions of the Proposal must sign, electronically or otherwise, the Transmittal Letter. Proposal responses must address all requirements of this RFP.

Any extension of the deadline date and time will be published by the AGO as a formal RFP amendment on the Ohio Buys website. The AGO may waive minor defects and/or request clarifications in responses that do not materially deviate from the specifications or otherwise create an unfair competitive advantage. Any Proposal, revision, or amendment to a Proposal received after the date and time specified, or improperly marked or submitted, may be disqualified. Additionally, once any Proposal is deemed late or incomplete by the AGO, it will not receive any additional consideration for award, and it will not be returned.

It is essential that offerors carefully review all elements in their Proposals. Once opened, Proposals cannot be altered in any way, except as expressly permitted by the processes of this RFP.

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

The AGO is not responsible for the accuracy of any information regarding this RFP and any amendments obtained or inferred through a source different from the inquiry or other processes described in this RFP.

The AGO prohibits multiple Proposals from a single offeror. If an offeror submits multiple Proposals, all Proposals from that offeror will be rejected.

The AGO may notify an offeror via e-mail or letter if the Proposal was rejected for being late, incomplete, or for any other reason.

5.4.1. Response Submission Instructions

Offerors must provide information and responses within the Ohio Buys Technical and Financial Questionnaires. All information in response to the RFP must be submitted no later than the time and date specified in this RFP.

When submitting any requested proposal files, offerors should note the following:

• All attachments should be in 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.

Promotional and marketing materials should not be included in this submission. These types of materials will not be considered in response scoring.

5.5 General Response Requirements

This subsection provides specific information and requirements that apply to the response overall.

“Contractor” and “Offeror” means the proposer who is qualified to submit a response under the terms of this

RFP.

5.5.1. Multiple or Alternate Responses

This RFP does not permit multiple responses from the same offeror.

5.5.2. Discrepancies

If an offeror believes that the requirements in these instructions contain an error, omission, a conflict internal to this RFP, or are otherwise unsound, the offeror should notify the AGO via the online inquiry process provided in this RFP, with supporting rationale. Failure to notify the AGO will irrevocably waive an offeror’s claim that substance hinges on an error, omission, a conflict internal to this RFP or unsound instructions brought after an offeror has submitted a response.

5.5.3. Restrictions on Communications

Formal communications, which include requests for clarification and/or information concerning this RFP, must be submitted to the AGO via the online inquiry process provided in this RFP and will be published and shared with all the prospective offerors.

5.5.4. News Releases

Offerors must make no news releases pertaining to the award of this RFP without prior approval by the AGO.

5.5.5. Discussions

The AGO reserves the right to select a Proposal to this RFP based on the Proposal as it was submitted, without discussions with any offeror.

5.5.6. RFP Response Validity Period

The offeror must provide a response that is valid for a minimum of 60 days from the response due date. The Best and Final Offer described in section 6, if required, must be valid for a minimum of 60 days from date of receipt by the AGO.

SECTION 6.0 GENERAL TERMS AND CONDITIONS

In addition to Attachment A – Sample Contract, this section enumerates and defines terms and conditions that apply to this RFP, and to any ensuing contractual relationship that the AGO may enter into with an offeror.

6.1. Budget and Payment

In consideration of the selected contractor's promises and satisfactory performance of the scope of work, the AGO will pay the selected contractor the amount(s) expended in the effort in response to this RFP (the “Fee”) and as negotiated. In no event will payments under the resulting contract exceed the “not-to-exceed” amount provided in the response to this RFP. The selected contractor's right to the Fee is contingent on the successful completion and satisfactory performance of the scope of work as set forth in the resulting contract or, in the case of milestone payments or periodic payments of an hourly, daily, weekly, monthly, or annual rate, all relevant parts of the scope of work tied to the applicable milestone or period. Payment of the Fee is also contingent on the selected contractor delivering a proper invoice and any other documents the contract requires. An invoice must comply with Ohio law and the AGO's policies regarding invoices and their submission. The AGO will notify the selected contractor in writing within 30 business days after it receives an invoice of any defect and provide the information necessary to correct the defect.

6.2. Requirements Specific to the State of Ohio

Unless the contract is terminated or expires without renewal, the resulting contract will remain in effect until the scope of work is completed to the satisfaction of the AGO, including all optional renewal periods for maintenance or continuing commitments, and the selected contractor is paid. The AGO may, at any time prior to completion of the scope of work, suspend or terminate the resulting contract with or without cause by giving written notice to the selected contractor.

The terms of the contract may not be changed for any reason without the signature of AGO staff with sufficient spending authority.

6.2.1 Fiscal Biennium

The current Ohio General Assembly cannot commit a future Ohio General Assembly to expenditure.

Therefore, the resulting contract will automatically expire at the end of each fiscal biennium (June 30th of every odd year). Termination or expiration of a contract will not limit the selected contractor’s continuing obligations with respect to Deliverables that the AGO paid for before termination or limit the AGO’s rights in any way.

6.2.2. Reimbursable Expenses

The AGO will only pay for Deliverables as specified in the resulting contract.

The selected contractor must assume all other expenses, including travel, that it incurs in the performance of the resulting contract that are not specifically identified in the contract. If there are any amendments to the original contract during the project lifecycle to include reimbursable expenses, then those reimbursable expenses will be in accordance with Ohio Revised Code Section 126.31.

6.2.3. Public Record Information

The Ohio Attorney General’s Office is subject to Ohio Revised Code Chapter 149, known as the Ohio Public Records Act. Consequently, the Offeror understands that all documents submitted in response to this RFP are considered public records and will be released when a public records request is made by anyone, including news media, competitors, or other interested parties, in accordance with the law. If you contend that certain clearly marked portions of your response constitute an exception to Ohio's public records law, you must submit your legal basis in support of that assertion with your response. The legal basis must include the Ohio statute that applies to exempt that specific information and a description of why that specific information is covered by the cited statute.

If a public records request is made for any portion of the documents that you have submitted and you have not clearly marked such documents as information constituting an exception to Ohio's public records law, your information will be released immediately. If a public records request is made for such information and you have clearly marked portions of your response as information constituting an exception to Ohio's public records law, and you have submitted the legal basis supporting such claim, the AGO will release a redacted version of your information to the requester and notify you that a request was made and that a redacted version of your response was released. Should the requester indicate that the redacted version is not sufficient for their purposes, you then will be immediately responsible for obtaining an order from a Franklin County, Ohio Court of Common Pleas enjoining release of your clearly marked information constituting an exception to Ohio's public records law.

If a public records request is made for such information and you HAVE clearly marked portions of your response as information constituting an exception to Ohio's public records law, but you have not submitted the legal basis supporting such claim, the AGO will release your information to the requester and notify you that a request was made and that your response was released. Do not mark your entire response/submittal as information constituting an exception to Ohio's public records law. If your entire response/submittal is so marked, the AGO will not consider your offer.

6.2.4. Trade Secret Information

All offerors are strongly discouraged from including in a response any information that the offeror considers to be a trade secret, as that term is defined in Section 1333.61(D) of the Ohio Revised Code. All information submitted in response to this RFP is public information once the selection process has concluded, unless a statutory exception exists that exempts it from public release. However, if any information in the response is to be treated as a trade secret, the offeror must:

a) Clearly identify each and every occurrence of the trade secret information within the response with an asterisk before and after each line containing trade secret information and underline the trade secret information itself. General language in the footer of the response, such as “this document contains confidential proprietary information and may not be disclosed,” is not an acceptable identification of trade secret information and will not be honored by the AGO.

b) Include a separate page that lists each page in the response that includes trade secret information and the number of occurrences of trade secret information on that page (also see subsection 5.4.12).

To determine what qualifies as trade secret information, refer to the definition of trade secret as set forth in Ohio Revised Code Section 1333.61(D), which is reproduced here for reference:

“Trade Secret” means information, including the whole or any portion or phase of any scientific or technical information, design, process, procedure, formula, pattern, compilation, program, device, method, technique, or improvement, or any business information or plans, financial information, or listing of names, addresses, or telephone numbers, that satisfies both of the following:

1. It derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use.

2. It is the subject of efforts that are reasonable under the circumstances to maintain its secrecy.

6.2.5. Governing Law

This RFP and any contracts resulting from this RFP are governed, construed, and interpreted in accordance with the laws of the State of Ohio and only Ohio courts have jurisdiction over any action or proceeding concerning a resulting agreement and/or performance thereunder. The selected contractor consents to jurisdiction in a court of proper jurisdiction in Franklin County, Ohio.

6.2.6. Warranties and Certifications with Respect to this RFP

By submitting a proposal, the offeror warrants and certifies that it:

a) Is eligible for award of a contract by the AGO, pursuant to Ohio Revised Code Sections 9.24, 125.11, 125.25, and 3517.13.

b) Has read the RFP, understands it, and agrees to be bound by its requirements.

c) If awarded a contract arising out of this RFP, the selected contractor must negotiate such contract in good faith, which must be in a form provided by the AGO.

d) Has not included any legal terms or conditions for the contract in its response to this RFP.

e) Has familiarized itself with the ethics statutes governing state employees and appointees, including those concerning employment of former government employees, gifts, and lobbying.

f) Will not allow any subcontractor or any person acting on behalf of the contractor or a subcontractor, discriminate, by reason of race, color, religion, sex, sexual orientation, age, genetic information, disability, military status, national origin, or ancestry, against any citizen of this state in the employment of any person qualified and available to perform the work under any contract resulting from this RFP.

6.3. Liability

The selected contractor agrees to indemnify and hold harmless and immune the AGO and the State of Ohio from any and all claims for injury or damages arising from the resulting contract which are attributable to the selected contractor’s own actions or omissions or those of its trustees, officers, employees, subcontractors, suppliers, third party agents or joint ventures while acting under the contract. Such claims include any claims made under the Fair Labor Standards Act or under any other federal or state law involving wages, overtime or employment matters and any claims involving patents, copyrights and trademarks.

The selected contractor must bear all costs associated with defending the AGO and the State of Ohio against any such claims.

In no event shall either party be liable to the other party for indirect, consequential, incidental, special or punitive damages, or lost profits.

6.4. Protective Provisions

The selected contractor must agree to the following concepts in the resulting contract:

6.5. Subcontractors

Offerors must identify any subcontractors that will be used in performance of the scope of work in their Proposal. Additionally, the selected contractor shall bind its subcontractors to the terms of the resulting contract, so far as applicable to the work of the subcontractor and shall not agree to any provision which seeks to bind the AGO to terms inconsistent with, or at variance from, the resulting contract.

The selected contractor shall be fully responsible for all acts and omissions of its subcontractors, including any default by a subcontractor, just as if the selected contractor itself had defaulted. The selected contractor assumes responsibility for all deliverables and milestones in the scope of work whether it, a subcontractor, or third-party produces them in whole or in part. The selected contractor shall be solely responsible for the payment of any subcontractor.

2.3. Audio-Visual Equipment and Venue Policies

4.2. Scoring Criteria and Weights