Renovation of a municipal facility in Cincinnati, Ohio. Completed plans call for the renovation of a municipal facility.

Audio Visual Project for EOC. Source, Install, and Program the Equipment for their Solution Wall and AV Control Replacement Requirement Summary: Installing two projectors to replace the wall, installing and programming new AV controllers and 4 touch panels (no existing programming should be used). Location- 2000 Radcliff Drive Cincinnati, Ohio 45204 QA - No questions can be received after October 13, 2025, at 12:00 P.M. EST. The final responses will be e-mailed on October 20, 2025, by 4:00 p.m. EST. Only Offerors who register for the RFP will receive copies of all questions and answers. All questions regarding this RFP must be presented in writing and e-mailed to: purchasing@hamiltoncountyohio.gov (RFP number should be entered in the subject line of the e-mail) Small Business Goal: 15% Assuming the project is awarded by November 14, 2025, the project completion should be by Friday, April 24, 2026 2 Projector System to Replace the Wall The Offeror must identify the projector, lens, screens, mounting distance, and mounting equipment needed for projectors in their proposal. The Offeror must detail the contrast ratio, readability, and viewability distance for the projected image in their proposal. Note: the room is about 75 feet in length from front of the room to the back of the room. After being selected the Proposer must advise on the wall needed to hold the projector screens and the location where the projectors will be mounted. The information provided will be used to create the specs as the wall is being built by another vendor. Projector, Lens, and Screen Specifications: No verbal explanation or instructions will be given in regard to the meaning of the drawings or specifications during the bid period. Bidders shall bring inadequacies, omissions or conflicts to the Architect/E At least 16K lumen WUXGA (1920X1200) resolution laser projectors or better o Display to an area 10 feet high and 16 wide o Configuration with appropriate software/video processor to support displaying 1 image/output (10 feet high by 16 feet wide), 2 images/outputs simultaneously (split horizontally with one image on top of the other - i.e., 5 feet high and 16 feet wide), or 4 images/outputs (in a quad format with one image in each corner of the display area - i.e., 5 feet high by 8 feet wide) o Must be mounted from the ceiling which will be done as part of the Offeror's proposal o Have text readable from 27 feet away with viewing from 50 feet. o Each projector must be connected to the new control system. Th control system must be able to power the projectors on and off, change the display input sources, and change the projector output configuration (1 large image, 2 images, 4 images) by the AV control panels. o Each projector must be able to connect to all the source inputs (i.e. existing 18 sources or 25-26 sources if including AV over IP) and display at least 4 different sources as outputs simultaneouslyngineer's attention at least ten Source and install projector screens to support the identified projectors and lens. Advise on wall specifications that will need to be built for the projectors to display to hold projector screens. [Based on the guidance provided by the Offeror awarded the project, construction of the wall will be bid out separately from this project]. Advise on electrical work needed to support power for the projectors. [Based on the guidance provided by the Offeror awarded the project, electric work for the projectors will be bid out separately from this project]. Connect and integrate projectors to existing AV system and control system including running cable. Install and configure projection equipment (projectors and needed lens) At its max 8 outputs (4 outputs from each projector) may be displayed simultaneously from any of the potential of 18 possible source inputs. AV Controllers and 4 Touch Panels AV control equipment and touch panels will need to be replaced. The two basic podium control panels and two main advanced control panels will need to be replaced to include: o 2 At least 21-inch Touch Screen Control Panels, applicable digital graphics engines, and other applicable connecting equipment. o 2 At least 7-inch Touch Screen Control Panels, applicable digital graphics engines, and other applicable other connecting equipment.(10) days before the date set for bid opening. Prompt clarification will be supplied to all bidders of record by addendum The new control equipment must be able to operate the room AV equipment in the following manners. o 2 new front room projectors o Turn on and off, switch layouts, and route all sources (i.e. existing 18 sources or 25-26 sources if including AV over IP) o 3 rear projectors, o Turn on and off and route all sources (i.e. existing 18 sources or 25-26 sources if including AV over IP) o 4 side displays, o Turn on and off, route all sources (i.e. existing 18 sources or 25-26 sources if including AV over IP) , and control the sound levels of each display o 2 front corner displays o Turn on and off and route all sources (i.e. existing 18 sources or 25-26 sources if including AV over IP) o Audio Destinations (either new speakers or existing 2 front program speakers) o The sound of all sources (i.e. existing 18 sources or 25-26 sources if including AV over IP) should be able to be routed to the new speakers or existing 2 front program speakers o The volume of the speakers must also be able to be controlled. o The source to each of the 4 side displays should also be able to be played directly by those displays. Volume and mute controls should be able to be controlled. o If applicable, control new teleconferencing capabilities (cameras, etc.) must be controllable o Tie in room mics to the universal teleconferencing platform (make it usable in Teams, Zoom, Google meet, etc. o Tie in room cameras to the universal teleconferencing platform (make it usable in Teams, Zoom, Google meet, etc. o Control zoom and moving the angle of the 2 new cameras o Control the lights in the main operations room if lighting work is not updated o Change the tv channels on the cable boxes. o Sources will either be the 18 Existing sources or 25-26 sources with AV over IP AV Over IP Requirements Install an AV over IP solution that supports connecting to, 7 Cable TV connections, 10 PC sources, 3 external connections. The 10 PC sources will likely be used to display the following: o 1 - Radar/Weather App o 2 - NWS Slack o 3 - WebEOC (Sig Events) o 4 - Cincy Saver o 5 - Teams - Internet based Platform o 6 - Duke Energy Map o 7-10 (Other - non preset) Audio and Teleconferencing Requirements Audio is failing throughout the room. Additionally, there is not a working teleconference capability. Offerors should identify a solution to solve both of these issues and incorporate them into their proposal. Audio Requirements: o Add speakers to be able to hear an audio source throughout the room (e.g. one solution would be to have two large speakers in the front of the room and two large speakers on the wall by the rear projectors). o Replace the existing microphones with a microphone system that has amicrophone (that can be muted or off) for each of the table groupings. Likely 12 will be likely needed (2 for the center conference table, 6 for each of the larger table groupings, 1 for each podium (2 total), and 2 that can support the more isolated tables in the middle of the room. There should also be movable microphones (prefer a movable handheld with a stand at each podium) that would support hearing a presenter from the back of the room. Any microphones should tie into replacement teleconference solution or be able to tie into future teleconferencing solution. Teleconferencing Requirements: o Use a universal teleconferencing solution (can use Teams, Zoom, Adobe Connect, google, etc.). In your proposal, indicate if a dedicated PC will be needed to accomplish this. o Add 2 cameras that allow for adjusting and zooming at the main control panel with in the room o Camera 1 - Will view the whole room from the from the front o Camera 2 - Will be stationed in the back for focus on a front presenter Provide Documentation, Testing, Training, and Maintenance on their SolutionDocumentation o Facilitate and cover any permitting needs. o Shop Drawings - Sufficiently prior to installation of each respective portion of work, the AV Integrator will provide the following Shop Drawings to Hamilton County for approval: o All panel and plate layouts (such as for wall boxes and for rack/cartmounting) indicating locations of connectors, engraving, labeling, nomenclature, panel material, and finish. o All non-factory equipment modifications. o All cable labeling plans. o Updated point to point wiring functional system signal diagrams separated by Video, Audio, and Control per system. o Shop drawings as indicated elsewhere in these specifications and/or on the project drawings. o Copies of all reviewed submittals shall be kept at the project site during the construction of the project, for reference. o Design Documentation o Offeror shall provide design documentation consisting of design calculations, construction plans, and schematics for the project and tie-ins to the electrical system and the AV room behind the wall. o Offeror shall create a document that specifies the needs of the wall that is to be built and be used to mount the projector screens (e.g. size of wall, materials, requirements for hanging, etc.) o Offeror shall create a document that specifies the electrical needs to support each of the projectors that will be mounted from the ceiling (e.g. location, electric connections, etc.) o Additionally, the Offeror shall provide a complete list of bill of materials, with model numbers, serial numbers, quantities and warranty information for review. o The design documentation submitted shall adequately address the complete design of all elements of the project as outlined in the specs. The Offeror shall submit at least one hard copy and one electronic copy for review andapproval. General Overview This project is to perform the transition from the existing video wall configuration to a 2 projector-based display solution for the main EOC display and address as much failing AV equipment in the EOC as possible. Due to the funding available and the grant funding requirements we are using an RFP that includes different options. To be more efficient in selecting a vendor that can address ongoing needs within budgetary constraints, Offerors will submit information about all options. Based on the proposed solution, cost, and vendor qualifications, a vendor will be selected from the Offerors to perform one of these options. Hamilton County and the City of Cincinnati reserve the right to increase, decrease or modify the scope needed based on the budgetary constraints after the vendor is selected but before the project is awarded. The project will have 4 potential options that we are asking Offerors to create proposals for. The initial option will be the most simplistic with minimum requirements. We ask any other solutions beyond the minimum requirement be denoted by the Offeror separately to understand the cost of each component. There with also be flexibility for the Offeror to propose a different solution or component that is not specifically categorized as one of the defined options. The goal of this is to identify a vendor from the Offerors that can propose a solution to meet the most needs within budget. All Offerors are requested to submit specs for EACH of the options and complete a cost sheet that details the total for each option separately. All of the options will include removing all applicable failing equipment and installing new equipment. Overview of 4 Options: o Wall and AV Control Replacement (Minimum work) o Remove the failing equipment that supports the wall and overall control of the AV in the EOC operations room o Install two projectors to replace the wall, o Install and program new AV controllers and 4 touch panels (no existing programming should be used) o Provide documentation, testing, training, maintenance, and warranty services for the replaced or modified equipment. o Addition of AV over IP Component o Includes all aspects of the Wall and AV Control Replacement (Minimum Work) and also includes switching from a PC and tuner-based system to an AV over IP system that supports connecting to 7 Cable TV connections, 15 PC sources, and 5 external connections. o Addition of Audio and Teleconferencing o Includes all aspects of the Wall and AV Control Replacement (Minimum Work) and also includes addressing audio and teleconferencing issues including the following components: Audio Speakers: Removing two large front speakers and adding audio speaker solution that can be heard throughout the room (e.g., 4 speakers with 2 in front of room and 2 in back of room) Audio Microphones: Remove Microphone system to replace with a system that o Has microphone at each podium (that supports the room and teleconferencing) o Microphones around room (potentially at each table with two at the center table) to ensure people around the room can be heard during teleconferencing or during a large group inperson meeting o Two portable handheld microphones Teleconference: Addition of a solution that allows universal teleconference option (i.e., can use any platform Teams, zoom, etc.) that supports the room, ties to audio speakers and microphones, and has a front a rear camera that can be adjusted (zoom in and out and adjust camera direction of up down, side, and side)