Audio and Video Services for Human Trafficking Summit
| Location: | Ohio |
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| Posted: | Jan 18, 2026 |
| Due: | Feb 3, 2026 |
| Agency: | State Government of Ohio |
| Type of Government: | State & Local |
| Category: |
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| Solicitation No: | SRC0000036423 |
| Publication URL: | To access bid details, please log in. |
| Solicitation ID: | SRC0000036423 |
| Solicitation Name: | Audio and Video Services for Human Trafficking Summit |
| Original Begin Date: | 1/16/2026 4:00:00 PM |
| Begin Date: | 1/16/2026 4:00:00 PM |
| End Date: | 2/3/2026 11:00:00 AM |
| Inquiry End Date: | 2/2/2026 11:00:00 AM |
| Commodity: | Audio visual services |
| MBE Set Aside: | MBE Set Aside |
| Agency: |
AGO452000 Crime Victims Assist & Prevent CLRO11
AGO-Attorney General |
| Solicitation Status: | Open for Bidding |
| Solicitation Type: | Request for Quote (RFQ) |
Solicitation General Information
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In an MBE set-aside solicitation, only those bidders/suppliers with an active MBE certification at the time the solicitation closes can submit a response
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Solicitation ID
SRC0000036423
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Solicitation Name
Audio and Video Services for Human Trafficking Summit
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RFx Type
Request for Quote (RFQ)
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Lot #
1
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Solicitation Status
Open for Bidding
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Round #
1
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MBE Set Aside
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Begin Date
1/16/2026 4:00:00 PM (ET)
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Amendment?
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End Date
2/3/2026 11:00:00 AM (ET)
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Inquiry End Date
2/2/2026 11:00:00 AM
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Summary
The Ohio Attorney General’s Office (AGO) is soliciting quotes from vendors to provide Audio and Video services needed for an Attorney General’s Human Trafficking Summit on July 30, 2026 at the Hyatt Regency Columbus. |
Predecessor Contract
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Process
Interested parties should download and review all attached documents related to this Ohio Buys solicitation.
VENDOR RESPONSES CAN ONLY BE SUBMITTED ONLINE VIA OHIO BUYS.
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Ship To
P002031 AGO CRIME VICTIMS Crime Victims Section Columbus
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1 Record(s)
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Solicitation Documents
3 Record(s)
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Attachment Preview
Crime Victim Services
30 E. Broad St., 26th Floor
Columbus OH 43215
Request for Quotations (RFQ)
SRC0000036423
Audio Visual Services for the
2026 Human Trafficking Summit
1.0. Overview and Purpose
The Ohio Attorney General’s Office (“AGO”) is seeking quote submissions in response to this Request for
Quotations (“RFQ”) to secure audio-visual (AV) services for Attorney General’s Human Trafficking Summit to
be held on July 30, 2026, at the Hyatt Regency Columbus, 350 N. High Street, Columbus OH 43215.
Ohio Attorney General Dave Yost is an elected official who is the Chief Law Officer for the State of Ohio and
its agencies, boards and commissions, pursuant to Ohio Revised Code Chapter 1091. The office consists of
about 1,600 employees in nearly 40 distinct sections that advocate for consumers and victims of crime,
assist the criminal justice community, provide legal counsel for state offices and agencies, and enforce
certain state laws.
Within the AGO, the Human Trafficking Initiative unit works to end labor and sex trafficking in Ohio through
building awareness, empowering Ohioans to act in their communities, strengthening victim services
throughout the state and ensuring that traffickers and sex buyers are brought to justice. Unit staff members
train community members and professionals on a range of topics within human trafficking, including trauma-
informed care, best practices for victim advocacy, and evidence-based prosecution.
Each year, the Human Trafficking Summit brings together law enforcement, first responders, legal
professionals, advocates, survivors, medical professionals, and other stakeholders in the fight against
human trafficking in Ohio. The gathering not only highlights the urgency of the issue but also inspires
collective action to drive meaningful change. The 2026 summit will feature dynamic workshops led by top
local and national subject-matter experts. The immersive presentations will examine many of the
complexities of human trafficking and offer attendees the latest innovative tools and strategies for tackling
the heinous crime in their communities.
Responders to this RFQ are referred to herein as “bidders,” “offerors,” “supplier,” or “vendors” and these
references may be used interchangeably throughout this RFQ and have the same meaning.
1.1. Outcome Goals
These are the outcomes the AGO expects upon contract completion. Success will be met when:
1 Chapter 109 - Ohio Revised Code | Ohio Laws
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• The selected supplier provides reliable audio visual (AV) services, equipment and support for seven
(7) concurrent breakout sessions and general sessions in the Regency Ballroom.
• The selected supplier provides all conference attendees with an inviting and comfortable
atmosphere, conductive to listening and learning.
• The selected supplier must ensure seamless technical support and proactive problem-solving.
1.2. Award Term
The contract is expected to be signed in early 2026, with a negotiated term necessary to complete the
contracted requirements.
2.0. Scope
The bidder shall provide services and equipment to meet the Outcome Goals described above, and the Core
Requirements described within this section for the 2026 Human Trafficking Summit on July 30, 2026,
located at the Hyatt Regency Columbus, 350 N. High Street, Columbus OH 43215.
At a minimum, bidders must provide a quote for AV services in the Hyatt Regency Ballroom and seven (7)
breakout rooms.
Bidders interested in submitting a quote must have a proven track record of servicing large-scale
conferences and demonstrate flexibility and responsiveness during the planning and execution phases.
Bidders should be recognized as reliable and have a verifiable record of servicing similar events with similar
audiences. Bidders should have a record of servicing daytime events with sufficient staffing to accommodate
AV services for approximately 750 attendees. Bidders should demonstrate flexibility and the ability to
provide solutions as the final conference schedule is being developed and finalized by the AGO.
2.2. Proposed Event Schedule
2026 Human Trafficking Summit Schedule (Subject to Change)
7:00 – 8:00 AM
8:00 – 8:30 AM
8:30 – 9:30 AM
9:30 – 9:45 AM
9:45 – 10:45 AM
10:45 – 11:00 AM
11:00 AM – 12:00 PM
12:00 PM – 1:00 PM
1:15 – 2:15 PM
Coffee Service, Check-in, and Networking (Lobby or outside Ballroom)
Welcome and Opening Remarks (Ballroom)
Keynote Address (Ballroom)
Break
Workshop Session 1 (Breakout Rooms)
Break
Workshop Session 2 (Breakout Rooms)
Lunch (Ballroom)
Workshop Session 3 (Breakout Rooms)
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www.OhioAttorneyGeneral.gov
2026 Human Trafficking Summit Schedule (Subject to Change)
2:15 – 2:30 PM
2:30 – 3:30 PM
3:30 – 3:45 PM
3:45 – 4:15 PM
Break
Workshop Session 4 (Breakout Rooms)
Break
Closing Session (Ballroom)
2.2. Core Requirements
The selected supplier will need to work with both the AGO and the Hyatt Regency Columbus through the full
scope of the event timeline, including planning activities and event set-up through tear-down of the supplied
audio-visual equipment and staging. All event coordination, including set-up and equipment delivery as well
as the post-event tear-down activities, must take place during the dates listed within this solicitation. If
additional set-up and tear-down dates are needed solely for the selected contractor to deliver or pick up
equipment, those dates and the best estimate of times should be included in the proposal narrative.
The setup of all Ballroom and Meeting Spaces must be completed by 6:00 a.m. on the date of the event. A
walk-through of the areas must be done with AGO staff to ensure proper setup.
2.3 AV Equipment List
The Ballroom and Meeting sessions require the selected contractor to provide equipment, complete set-up
of the equipment, and have the equipment ready to use at the beginning of each activity, and this may
include additional, less, or alternative equipment based on recommendation of the selected contractor.
Past AV equipment needs for the Human Trafficking Summit included:
General Session, Ballroom
• Audio: Yamaha QL1 Mixer, Shure Wireless Quad Mic System,
Gooseneck Mic, 8 JBL Speakers, Clear-Com headsets and belt
packs.
• Lighting: 2 Crank-up lifts, 8 LED Ellipsoidal lights, 12-channel
light board, 2 dimmer packs.
• Video: 2 large screens (9' x 16'), 2 high-lumen projectors, AV
mixer, monitor, laptop, HD camera with tripod, camera control
unit, cueing light, 43" LED monitor.
• Decor: Custom scenery, 2 columns, pipe and drape (40' + two
10' sections), 6 LED uplights, 5 LED par lights, power strips.
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Workshop Breakout Room Equipment (Qty 7 rooms)
• Portable projectors on 7 carts with skirts (one per room)
• Projection screens 8x8 (one per room)
• Wireless microphones (minimum 2 per room)
• Tabletop microphones (minimum 2 per room)
• Small audio mixer for each room
• Laptop or device for presentation playback
Additional Items
• Easels for signage and display (minimum 10)
• Directional signage for breakout rooms and ballroom
• Power strips and extension cords
• Backup equipment (extra microphones, cables, adapters)
• Technician support stations in ballroom and breakout areas
3.0. Vendor Quote Content and Submission
Vendors must provide information and responses as directed within the Ohio Buys Questionnaire and or Item
Grid. All responses to this RFQ must include the information listed below to ensure the quote submission is
considered for this opportunity. Any material deviation from the format or information below or within Ohio
Buys may result in rejection of a response.
The vendor’s responses to the information requested will allow for a well-defined comparison of the bids
received. Quotes must be valid for no less than 60 days from the quote due date.
The AGO will evaluate the information submitted based on the bidders demonstrated experience in servicing
large-scale conferences of similar size and scope as well as the extent to which the proposed vendor meets
the AGO’s logistical and functional requirements.
1. Capability Statement. Reference examples of successful prior activities, the entities for which the
services were provided, and how the services relate to the AGO’s needs. The AGO is seeking a vendor
with the ability to provide the audio services needed as well as the ability to recognize and resolve
problems. The statement should include a minimum of five (5) years of experience providing audio
visual services.
2. References. Vendors must provide the name, address and phone number of two (2) references having
documented successful contracts that are similar in scope, complexity, and cost of this request.
3. Equipment Cost and Labor Rate. Vendors must provide a best-estimated list of the audio-visual
equipment to be provided for the event and its cost, as well as an estimate of the service and labor
breakdown. The service and labor breakdown must include position titles, hourly rates and the expected
total hours to be incurred during the event.
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In addition to providing summary pricing within the Item Grid, a detailed, itemized quote, in a *.pdf
file format, must be attached.
The *.pdf quote should be valid for no less than 60 days.
4. Contract. Vendors must provide a DAS State Term Schedule (STS) Number, if applicable.
5. Terms and Conditions. Vendors must review the RFQ and the Sample Contract and within the
Questionnaire must identify and attach any vendor assumptions or exceptions to the AGO Terms and
Conditions in vendor’s response. In the alternative to reviewing the Sample Contract, vendors may
indicate if they are currently on an Ohio Department of Administrative Services (“DAS”) State Term
Schedule (“STS”) that is inclusive of the scope and deliverables by including the STS number in the
vendor’s Item Grid response.
All responses must be submitted online via Ohio Buys no later than the date listed in the Calendar of Events.
When submitting bid files, vendors should note the following:
• All attachments should be in a searchable PDF format, unless directed differently by this document.
When directed, other file types may be attached but only the following file extensions will be
allowed: .docx, .xlsx, .zip.
The AGO has the discretion to select a vendor and to reject responses that are not in the best interest of the
AGO, or to cancel this solicitation. The AGO may waive minor defects and/or request clarifications in the
responses if doing so does not materially deviate from the specifications or otherwise create an unfair
competitive advantage. Any response, revision, improper marking, or amendment to a response or
submission may be disqualified
The AGO will not be liable for any costs incurred by a vendor in responding to this solicitation, regardless of
whether the AGO awards any contract(s) through this process, decides to cancel this solicitation for any
reason, or issue another solicitation if it is deemed to be in the best interest of the AGO to do so.
The AGO reserves the right to negotiate all terms associated with this solicitation. It is entirely within the
discretion of the AGO to permit negotiations. A vendor must not submit a response assuming that there will
be an opportunity to negotiate any aspect of the response. The AGO is free to limit the negotiations to
aspects of any response. Vendors should not base their pricing on the assumption of long-term financing by
the AGO that extends beyond the upcoming biennium, which ends June 30, 2027.
The award will be given to the vendor that offers the lowest priced responsible and responsive submission.
4.0. Calendar of Events
• RFQ issued date:
• Inquiry Period Begins
• Inquiry Deadline
January 16, 2026 @ 4:00PM
January 16, 2026 @ 4:30PM
February 2, 2026 @ 11:00AM
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www.OhioAttorneyGeneral.gov
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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* Disclaimer: Information regarding bids, requests for proposals (RFPs), or requests for qualifications (RFQs) is provided on this website only for convenience and does not constitute official public notice. Persons wishing to respond to or inquire about bids, RFPs, or RFQs should contact the appropriate government department.