Audio Visual Director Conference Room

The Ohio Department of Development is soliciting quotations for audiovisual services to support the Director’s Conference Room (Room 2979). The primary objective is to maintain a reliable, modern, and stable executive-level conferencing environment through a combination of annual preventative maintenance, on-call time-and-materials (T&M) repair services, and strategic system upgrade recommendations. The scope of work includes firmware and software updates, hardware inspections, system calibration, and network optimization for a suite of equipment including Extron, Epson, Samsung, and ClickShare components. The contract utilizes a hybrid financial structure consisting of a fixed annual budget of $7,500 for preventative maintenance services and separate, uncapped billing for T&M repairs. To be considered for award, vendors must provide a comprehensive proposal that includes several mandatory deliverables: an annual maintenance report, a baseline equipment assessment, an upgrade roadmap report, repair logs, documentation packets, and transparent T&M service rates. While formal federal FAR clauses are not applicable to this state-level solicitation, the agency emphasizes strict technical compliance and prefers contractors with vendor-specific certifications in Extron, Barco, or Epson, as well as CTS certification. Proposals must be submitted electronically through the OhioBuys Supplier Portal no later than September 4, 2026, at 1:00 PM. Because the agency requires quotations to completely address all requested specifications to be eligible for evaluation, the procurement process is expected to follow a Lowest Price Technically Acceptable (LPTA) model. Successful contractors will be responsible for on-site performance in Ohio, providing emergency response support and remote connectivity to ensure minimal disruption to high-profile executive meetings.