OPOTA LETS Audio-Visual and Staging Services

The Ohio Attorney General's Office (AGO) is requesting proposals for audio-visual and staging services for the Law Enforcement Training Symposium (LETS) to be held September 13–15, 2026, at Montgomery County Convention Facilities in Dayton, Ohio, with proposals due September 4, 2026 under Round Three of a double-envelope RFP.

Round Three was issued to correct an omission of the Financial Questionnaire in the initial release and to allow resubmission of both the Technical Questionnaire and Financial Questionnaire via OhioBuys. Potential offerors must note that the RFP inquiry deadline is June 21, 2026, at 11:00 a.m., and the original proposal due date of June 29, 2026, at 11:00 a.m., appears to have been superseded by the September 4 Round Three deadline cited in the posting date.

The scope includes comprehensive AV and staging services for up to seven concurrent breakout sessions daily, ballroom events accommodating 500 attendees, and special speaker sessions. Deliverables encompass audio equipment (lavalier and wireless microphones, speakers, podiums), visual equipment (LCD data projectors, screens, laptops with PowerPoint), stage design with lighting and risers, video recording of select events, and 25 display easels. The contractor must complete all setup by 4:00 p.m. on September 13, 2026, with rehearsals prior to each event start.

A critical compliance requirement is mandatory use of Mill James Productions, the Montgomery County Convention Facilities' exclusive in-house provider, for power, rigging, and house sound services. The contractor must accept the AGO's Terms and Conditions as stated or provide clear exceptions with justification.

Evaluation is best-value: 60% technical (distributed as 15 points for experience and references, 35 points for approach to scope, 10 points for customer support) and 40% pricing. The contract term extends through completion and automatically expires June 30 of odd-numbered years per Ohio's fiscal biennium. Pricing must be a comprehensive, not-to-exceed fixed price submitted within the Financial Questionnaire. Offerors must provide at least three references from similar-sized organizations and demonstrate successfully completed comparable work. Multiple proposals per offeror are prohibited.