JFS Video Conference Room

The Franklin County Board of Commissioners, on behalf of the Franklin County Department of Job and Family Services, is requesting proposals for a comprehensive audio-visual and video conferencing system replacement for the Northland 132 conference room under RFP #2026-10-19, with proposals due October 5, 2026 at 10:00 a.m. EST and written questions due September 25, 2026 at 5:00 p.m. EST. A local preference point advantage applies to vendors with no offshore presence in countries with which the United States has declared war.

The scope covers design, procurement, and installation of a fully integrated AV and video conferencing system for a divisible three-room space (Rooms A, B, and C) operating independently or in combination. The system must use Microsoft Teams Rooms technology, QSC Q-SYS Core 110f processor, two PTZ cameras per room with auto-framing, ceiling-mounted projectors with drop-down screens, wireless microphones, and networked control systems that intelligently adapt to room configurations based on partition sensor inputs. Specific equipment is itemized in the pricing form, including Panasonic laser projectors, Da-Lite screens, Chief ceiling mounts, HP Poly video conferencing solutions, Sennheiser and Shure wireless microphone systems, and a 32RU floor-standing equipment rack. The contract includes a one-year on-site service and warranty agreement with an option to extend; estimated project start is October 20, 2026 with completion by December 31, 2026.

Vendors must provide proof of Workers' Compensation, Certificate of Good Standing, and Certificates of Insurance (comprehensive general liability up to $1 million, automobile liability up to $1 million, cyber insurance at least $500,000, and professional liability at least $1 million). Proposals must include itemized equipment and labor costs on a provided Excel form, three references, and detailed responses to a questionnaire on experience, project management, training, and support. A mandatory pre-bid site visit is required to obtain building layout information. The County reserves the right to award one or multiple contracts. All proposals remain firm for 180 days following opening.