Video Conferencing Replacement for Small/Medium Conference Rm

The Broadcast Educational Media Commission (BEMC) is soliciting bids to replace end-of-life equipment in a small/medium conference room at 2470 North Star Road, Columbus, Ohio, 43221. The conference room is used by agency leadership for audio and video calls, and for smaller public meetings.BEMC has standardized on utilizing the Microsoft Teams platform and will purchase the Microsoft Teams room license via the State’s existing contract.The conference room measures 16’ 5.5” by 14’6.25”. Proposed video conferencing equipment must be appropriate for this room size.The conference room currently has the following: 50” television mounted on wall; two HDMI ports Polycom RealPresence Trio 8800 and Polycom RealPresence Trio Visual+ (end of life) Polycom EagleEye IV USB Camera, 12x zoom (end of life) APC UPS for power backup Oval table with 6 chairs at the table; optional chairs are used in room peripheral The video conferencing equipment and television are mounted on the shorter wall, along with a whiteboard. The Trio 8800 resides on the table for end user control and audio.The video conference equipment will no longer be supported after June 30, 2026. This is the core component that BEMC desires to be replaced.BEMC is not interested in replacing the television or whiteboard.BEMC will: Provide power and network at display location. Provide PoE network connection and power at table location. Provide Teams Room license and configure on agency network. Remove Trio/Visual+/EagleEye camera equipment. Any additional questions must be submitted through OhioBuys using the “Inquiry” function. Do not submit questions directly to agency employees or via the agency public website “Contact Us” function. Suppliers contacting employees directly or via the agency public website will be directed to OhioBuys.
The Broadcast Educational Media Commission (BEMC) is soliciting bids to replace end-of-life equipment in a small/medium conference room at 2470 North Star Road, Columbus, Ohio, 43221. The review of submitted bids will be based on vendors meeting the following requirements: Technical Proposal: The proposal must provide: general overview of the project proposal, including assumptions. an itemized list for the project, including SKU numbers, description of items, and technical specifications; any requirements the supplier would have for BEMC. Power and network will be provided by BEMC. Agency business hours are 8 AM – 5 PM, Monday through Friday. All work needs to occur during business hours, or by pre-scheduled agreement. an anticipated timeline for completion of the project. Please note this will be a FY26 purchase order, which must be completed before October 31, 2026. Equipment currently deployed will cease to function June 30, 2026. Timelines that reduce service outage may be prioritized. A site visit will be available on Thursday, May 28, 2026, from 9:00 AM - 10:30 AM or 1:30 PM – 3:00 PM at 2470 North Star Road, Columbus, Ohio, 43221. Site visit is recommended, but optional. Fiscal Proposal: Vendors should upload a quote providing total costs for the project; including cost for the equipment, accessories, shipping, installation, warranty, and service. If quoted items are offered through a State contract (STS, MMA, etc), please be sure to include the applicable state contract number on the quote. If a state contract number is not provided, the proposal will not be considered as referencing a State contract and will require a personal services contract with BEMC. All responders to this solicitation must be fully registered as a Supplier to do business with the State of Ohio. To register as a Supplier: navigate to https://ohiobuys.ohio.gov click the “OhioBuys Log In” follow the instructions to sign in or create an account. All proposals must be submitted in OhioBuys. Proposals submitted outside of OhioBuys will not be considered. Any additional questions must be submitted through OhioBuys using the “Inquiry” function. Do not submit questions directly to agency employees or via the agency public website “Contact Us” function. Suppliers contacting employees directly or via the agency public website will be directed to OhioBuys.
Phone and video conference equipment and hardware and controllers