CPH - Audiovisual Systems Upgrade

COLUMBUS PUBLIC HEALTH
240 Parsons Avenue * Columbus, Ohio 43215
REQUEST FOR PROPOSALS
SCOPE OF WORK
Audiovisual, Unified Communications and
Broadcast Systems Upgrade - Seven (7) Rooms
Boardroom * Media Relations Room * IT Meeting Room
Room 102 * Mid-Size Meeting Rooms (3)
Item Detail
RFP Number RFQ033658
Issuing Department Columbus Public Health
Issue Date September 11, 2026
Pre-Bid Site Walk September 23, 2026 - 2 PM EST
Proposals Due October 2, 2026 - 3 PM EST
Anticipated Award Date October 7, 2026
Anticipated Contract Start Date November 1, 2026
Columbus Public Health * RFP Attachment A - Scope of Work * Page 1 of 22

1. Purpose and Project Overview
Columbus Public Health (CPH) is seeking proposals from qualified audiovisual systems integrators to furnish,
deliver, install, program, commission, test, document and train staff on integrated audiovisual (AV), unified
communications (UC) and broadcast production systems in seven (7) rooms at the CPH facility.
The work is turnkey. Except for the owner-furnished items expressly identified in Section 10, the Contractor
shall provide all equipment, mounting hardware, cabling, terminations, connectors, adapters, racks, power
distribution, labor, programming, licensing, freight, training and documentation necessary to deliver each
room as a complete, fully functional and commissioned system - whether or not each individual component
is enumerated in this Scope of Work.
The rooms in scope, and the system type deployed in each, are as follows:
Room System Type Rooms
Broadcast / podcast studio, PTZ production, press feed,
Media Relations Room 1
teleprompter
Room 102 Mobile appliance-mode video conferencing cart 1
Large executive conference - 98" display, dual PTZ,
Boardroom 1
Dante audio
Matrixed multi-source AV, dual PTZ, Dante audio, acoustic
IT Meeting Room 1
treatment
Dual-display appliance-mode collaboration rooms
Mid-Size Meeting Rooms 3
(identical build)
TOTAL ROOMS 7
The three (3) Mid-Size Meeting Rooms are to be built to an identical specification. Pricing for these rooms shall be
submitted on a per-room unit basis and extended by three, so that CPH may add or remove a room without repricing
the award.
2. General Requirements - All Rooms
The requirements in this section apply to every room in this Scope of Work unless a room-specific section
states otherwise.
2.1 Workmanship, Codes and Qualifications
* All work shall be performed by manufacturer-trained and certified technicians employed or
subcontracted by the Contractor. Rooms containing Dante networked audio (Boardroom, IT Meeting
Room) shall be commissioned by a technician holding current Audinate Dante Certification Level 3.
* AVIXA CTS-I certification for the lead installer and CTS-D involvement in system design review are
preferred and shall be identified in the proposal.
* All installation shall comply with the National Electrical Code, the Ohio Building Code, City of Columbus
building and electrical codes, applicable low-voltage licensing requirements, and manufacturer
installation instructions.
Columbus Public Health * RFP Attachment A - Scope of Work * Page 2 of 22

* Work shall be performed in a manner consistent with AVIXA/ANSI standards for AV systems
performance verification and rack building, including strain relief, service loops, dressed and combed
cabling, and labeled terminations.
* The Contractor shall verify adequate structural wall blocking and backing prior to mounting any display
or mount, and shall notify CPH in writing of any deficiency before proceeding. Displays shall not be hung
on unverified substrate.
* The Contractor shall firestop and seal all wall, floor and ceiling penetrations to the rating of the assembly
penetrated.
* The Contractor shall protect existing finishes, furniture and flooring; shall remove all packaging, debris
and abandoned cable daily; and shall dispose of electronic waste in accordance with CPH policy.
2.2 Cabling and Infrastructure
* All in-wall and above-ceiling cable shall be plenum rated where required by the installed environment.
* All existing HDMI cabling in rooms where existing displays are being retained shall be removed and
replaced with new high-bandwidth HDMI cable rated for the required resolution and length. Reuse of
existing HDMI cable is not permitted.
* All copper structured cabling shall be tested and certified to TIA-568 Category 6 or 6A as applicable, with
test results submitted at closeout.
* All cable shall be labeled at both ends with a permanent machine-printed label conforming to CPH
labeling conventions.
* All exposed cable pathways shall be concealed in raceway, conduit, cable management or furniture
chases. No exposed or trip-hazard cable runs will be accepted.
* The Contractor shall provide all patch cables, adapters, terminations, connectors, faceplates, mounting
hardware and miscellaneous materials required for a complete installation, whether or not itemized
herein.
2.3 Network, Security and IT Coordination
* All network-connected devices shall be provisioned with static or DHCP-reserved addressing assigned by
CPH IT. The Contractor shall not modify, reconfigure or add to CPH network infrastructure.
* The Contractor shall submit a complete device schedule - make, model, MAC address, required VLAN,
required ports/protocols, PoE class and expected bandwidth - to CPH IT a minimum of ten (10) business
days prior to installation.
* All devices shall be updated to the current manufacturer-recommended stable firmware release prior to
system acceptance.
* All default administrative credentials shall be changed. Credentials shall be transferred to CPH IT through
a secure, documented handoff and shall not be retained by the Contractor after acceptance.
* Devices supporting 802.1X port authentication shall be configured for it if directed by CPH IT.
* PoE for any Logitech Tap Scheduler panels is not included in the device price. The Contractor shall
identify all PoE port and PoE budget requirements in the device schedule, and shall furnish PoE injectors
where CPH switch ports are not available.
Columbus Public Health * RFP Attachment A - Scope of Work * Page 3 of 22

2.4 Conferencing Platform Requirements
* All conferencing rooms shall be configured to run in native appliance mode on Cisco Webex Rooms,
Microsoft Teams Rooms, and Zoom Rooms operation on the same hardware.
* Webex interoperability is required. Rooms shall support Microsoft Direct Guest Join so that a Webex
meeting invitation sent to the room mailbox presents a one-touch join button on the room's touch
controller, launching the Webex call with the room's camera, microphones and speakers operating
normally through the room interface. The Contractor shall demonstrate a successful Webex Direct Guest
Join in each conferencing room as a condition of acceptance.
* Microsoft Teams Rooms licenses are not included in this scope and will be furnished by CPH. The
Contractor shall state the license type and quantity required for the proposed design.
* Room resource mailboxes and calendar configuration will be provided by CPH IT; the Contractor shall
configure the room devices against those accounts.
2.5 Programming, Commissioning and Acceptance Testing
* Perform end-to-end signal path testing of every source, destination and route, including HDMI
handshake and static EDID configuration on all matrix switchers.
* Perform acoustic gain-before-feedback tuning, microphone gain staging, parametric EQ of loudspeakers,
and acoustic echo cancellation (AEC) reference channel alignment in all rooms with reinforced audio.
* Configure and store camera presets appropriate to each room's seating and speaking positions (for
example: podium, wide room, panel/dais).
* Verify auto-framing and speaker-tracking behavior and tune to the room's actual seating geometry.
* Verify display power management and source-follow behavior (CEC and/or RS-232 sync) from both the
touch controller and any wall control panel.
* Conduct a formal User Acceptance Test with CPH staff using a written test script. CPH will not accept a
room until every item on the test script passes. Punch list items shall be corrected within ten (10)
business days.
2.6 Training
* Provide on-site end-user training in each room covering one-touch join, wired and wireless content
sharing, camera control, volume and mute, and basic troubleshooting.
* Provide on-site administrator training for CPH IT covering device management, firmware update
procedure, configuration backup and restore, and escalation paths.
* Provide laminated quick-reference instruction sheets in each room.
* For the Media Relations Room, provide modular micro-training videos covering common workflows, at
minimum "Press Conference Mode" and "Podcast Recording Mode."
2.7 Closeout Documentation
The following shall be delivered in electronic form prior to final payment:
* As-built system drawings, signal flow diagrams and rack elevations for each room.
* Dante routing documentation, clock master hierarchy and device naming for all Dante rooms.
* Configuration backups for every programmable device, including DSP files, matrix configurations, control
panel macro strings and camera presets.
Columbus Public Health * RFP Attachment A - Scope of Work * Page 4 of 22

* Equipment inventory listing make, model, serial number and physical location for every installed device.
* Cable test and certification results.
* Manufacturer warranty registration confirmations in the name of Columbus Public Health.
* Operation and maintenance manuals and all manufacturer documentation.
2.8 Warranty and Support
* Minimum one (1) year Contractor warranty on all labor, workmanship and programming from the date
of final acceptance.
* Full manufacturer warranty pass-through on all hardware, registered to Columbus Public Health.
* Logitech Select service plans are included in this scope at the quantities shown in Section 8. The
Contractor shall register these plans to CPH and provide the entitlement documentation.
* The proposal shall state the Contractor's remote and on-site response time commitments for warranty
service, and shall price optional extended service coverage for years two (2) and three (3) as a separate
line item.
2.9 Site Access and Schedule
* CPH is an operating public health facility. All rooms are in active daily use; the Contractor shall
coordinate room availability with CPH and shall be prepared to perform disruptive work outside normal
business hours at no additional cost.
* The Contractor shall submit a project schedule identifying room-by-room sequencing, long-lead
equipment, and the duration each room will be out of service.
* The proposal shall state lead times for all major components and shall identify any item with a lead time
exceeding six (6) weeks.
Columbus Public Health * RFP Attachment A - Scope of Work * Page 5 of 22

3. Media Relations Room
3.1 Room Overview
Provide and integrate a multi-functional media relations and podcast studio engineered to support
broadcast-ready press briefings, media Q&A sessions, podcast recording, live streaming and high-quality
archival capture.
3.2 Functional Scope
Video Production, Switching and Routing
* Install and configure a Blackmagic Design ATEM Mini Extreme as the primary broadcast and streaming
switcher, supporting multi-camera switching, graphics overlay, and direct recording over USB-C to the
supplied Western Digital 1 TB external drive.
* Deploy a Zenty ZT-MT44A 4x4 4K@60Hz HDMI matrix switcher with audio de-embedding to dynamically
route program feeds, confidence signals, teleprompter output and auxiliary sources to local monitors
and wall connections.
* Install a dedicated 15" LCD monitor at the control position for ATEM multiview and program preview.
* Mount the Samsung BE75FX-H 75" commercial display to a heavy-duty mobile LCD cart (250 lb rated) to
serve as a mobile confidence monitor or presentation display.
Camera and PTZ Control
* Mount the Minrray 4K 25x optical zoom PTZ camera (SDI / NDI / PoE, RS-232 control) on a vibration-
damping wall mount to eliminate building and floor jitter during live events.
* Terminate camera power and IP/NDI data on a 16-port Gigabit PoE+ switch.
* Integrate the Minrray hardware PTZ controller for smooth pan/tilt/zoom operation and instant recall of
preset speaker zones.
Audio Capture, Mixing and Press Distribution
* Install the Shure BLX288/PG58 dual-channel wireless handheld system for podium speakers and press
Q&A.
* Deploy the ClearOne ceiling microphone array with Mini-Phoenix breakout to capture ambient room
audio and press inquiries without cluttering floor or table space.
* Route all analog microphone and line sources through the M-Audio 4-channel mixer for pre-mix gain
staging before passing line-level audio into the ATEM switcher.
* Install a dedicated press feed wall plate providing four (4) isolated XLR audio outputs for clean
press/pool audio feeds and one (1) SDI video feed output, to interface directly with visiting broadcast
news crews. Outputs shall be transformer- or electronically-isolated and shall not introduce ground
loops into the house system.
Studio Backdrops and Speech Support
* Set up the Prompter People Stage Pro presidential teleprompter paired with Prompter People TeleScroll
Live software with voice auto-prompt, for press addresses and scripted podcast hosting. Note that the
iPad/tablet is not included with the prompter and shall be furnished by CPH.
Columbus Public Health * RFP Attachment A - Scope of Work * Page 6 of 22

* Install a 3-roller manual chain backdrop system (20 lb per roll) loaded with interchangeable 8' x 10' solid
vinyl backdrop rolls to enable rapid set changes between press briefings and podcast sets. Custom
backdrop printing is not included in base scope.
Equipment Enclosure and Infrastructure
* House the switcher, matrix, network switch and wireless receivers in a lockable NV 15U 19" AV/server
rack with glass front door and removable side panels.
* Provide surge suppression and unified power through a 9-outlet rackmount power distribution unit.
* Execute structured field cabling using 8K-rated HDMI, Category 6, control lines and an in-room USB wall
plate.
3.3 Bill of Materials - Media Relations Room
Equipment / Description Mfr. Part No. Qty
Minrray 4K 25x optical zoom PTZ camera, SDI with PoE and NDI, RS-232
- 1
control
Minrray PTZ hardware controller with presets - 1
Camera mount with vibration control - 1
16-port Gigabit PoE+ network switch (camera power and data) - 1
Blackmagic Design ATEM Mini Extreme production switcher SWATEMMINICEXT 1
Zenty 4x4 4K@60Hz HDMI matrix switcher with audio out ZT-MT44A 1
15" LCD monitor for video control position - 1
Samsung BE75FX-H 75" UHD 4K HDR commercial television BE75FX-H 1
Mobile LCD cart, rated to 250 lb - 1
Western Digital USB 3.0 1 TB external hard drive - 1
Shure BLX288/PG58 dual-channel wireless handheld microphone
BLX288/PG58 1
system
ClearOne ceiling microphone array, Mini-Phoenix breakout (black) 910-001-013-B 1
M-Audio 4-channel microphone mixer - 1
Media wall plate - 4x XLR audio outputs, 1x SDI video output - 1
Prompter People Stage Pro presidential teleprompter (iPad not
FLEX-TAB-PRES 1
included)
Prompter People TeleScroll Live teleprompter software with voice
- 1
auto-prompt
NV 15U 19" server/AV rack, locking glass door, removable side panels - 1
Rackmount surge power supply, 9 outlet - 1
Backdrop roller system, 3 rolls with chain, 20 lb per roll - 1
Solid vinyl backdrop, 8' x 10' (custom printing not included) - 1
Cat6, control line and 8K HDMI cabling for screens and cameras; in-
- 1 Lot
room USB wall plate
Columbus Public Health * RFP Attachment A - Scope of Work * Page 7 of 22

Equipment / Description Mfr. Part No. Qty
Turnkey installation, calibration and system commissioning - 1 Lot
On-site training, quick-reference instructions and micro-training videos - 1 Lot
Model verification: the underlying quote references the Zenty HDMI matrix as both "ZT-114" and "ZT-MT44A." The
specification carried here is ZT-MT44A, 4x4 4K@60Hz with audio de-embedding. Bidders shall confirm the exact model
and note any deviation.
3.4 Commissioning and Closeout - Media Relations Room
* Full end-to-end signal testing of all video and audio paths, including the press feed wall plate verified
against a visiting-crew test load.
* Audio gain staging to eliminate feedback and room echo across the wireless handhelds and ceiling array.
* Camera preset calibration for, at minimum, Podium, Wide Room and Panel Desk positions.
* Verification of ATEM recording to the external drive and of live streaming output configuration.
* Delivery of step-by-step how-to quick-reference sheets, modular micro-training videos, and on-site staff
training.
Columbus Public Health * RFP Attachment A - Scope of Work * Page 8 of 22

4. Room 102 - Mobile Video Conferencing Station
4.1 Room Overview
Provide, install and configure a turnkey, self-contained mobile video conferencing station using a native
Microsoft Teams Rooms / Zoom Rooms appliance architecture. The station is engineered for flexible
deployment across medium collaboration spaces, secondary meeting areas and mobile breakout zones.
4.2 Functional Scope
Display and Conferencing Integration
* Mount the Samsung BE75FX-H 75" commercial UHD display to a 250 lb capacity rolling LCD cart, with
secure VESA attachment and vibration isolation.
* Mount the Logitech Rally Bar Mini directly beneath or above the display using the Logitech wall/display
mounting kit adapted to the cart's integrated camera shelf.
* Configure the Rally Bar Mini in appliance mode to run native conferencing software without a dedicated
room PC.
* Integrate the Logitech Tap IP touch controller for one-touch meeting join, room management and PTZ
camera control, connected by Category 6 PoE to the network infrastructure.
* Equip the cart with an integrated laptop shelf and local HDMI/USB ingest lines for wired BYOD content
sharing.
Umbilical, Network and Cable Management
* Dress all cart lines into a single-point quick-disconnect umbilical within a high-flex braided sleeve,
containing one (1) heavy-duty grounded AC power extension and one (1) shielded Category 6 patch
cable carrying network and PoE for the Rally Bar Mini and Tap IP.
* Terminate a dedicated commercial-grade network wall port adjacent to the primary docking position for
rapid plug-and-play room moves.
* Fully conceal and strain-relieve all internal interconnects - HDMI display lines, DC power supplies and
internal patch cables - inside the cart uprights and rear utility bay.
4.3 Bill of Materials - Room 102
Equipment / Description Mfr. Part No. Qty
Logitech Rally Bar Mini + Tap IP bundle, appliance mode, up to 12
991-000385 1
people
Logitech wall mounting kit for Rally Bar and Rally Bar Mini 952-000044 1
Samsung BE75FX-H 75" UHD 4K HDR commercial television BE75FX-H 1
LCD cart with camera mount and laptop shelf, rated to 250 lb - 1
Network wall port for plug-in docking position - 1
Cabling - Category, control lines and HDMI, including quick-disconnect
- 1 Lot
umbilical
Logitech Select service plan, small rooms, one year 994-000368 1
Columbus Public Health * RFP Attachment A - Scope of Work * Page 9 of 22

Equipment / Description Mfr. Part No. Qty
Installation, assembly, cable dressing, network and UC configuration - 1 Lot
System commissioning and client administrator / user training - 1 Lot
4.4 Commissioning and Closeout - Room 102
* Assemble the cart, balance display weight distribution, securely mount the camera bar and laptop shelf,
and loom all cables to eliminate snag hazards.
* Perform initial firmware updates on the Rally Bar Mini and Tap IP; configure IP parameters and network
protocols; and authenticate the native conferencing account.
* Calibrate RightSight auto-framing, RightSound audio pickup and acoustic echo cancellation for the
room's seating geometry.
* Conduct a user acceptance walk-through, demonstrate one-touch join, Webex Direct Guest Join and
BYOD content sharing, and deliver quick-start user instruction sheets.
Columbus Public Health * RFP Attachment A - Scope of Work * Page 10 of 22