Video Conferencing Replacement for Small/Medium Conference Rm

The Broadcast Educational Media Commission (BEMC) is seeking a vendor to replace end‑of‑life video‑conferencing hardware in a 16’×14’ conference room at its Columbus, Ohio office. The scope includes supplying new video‑conferencing equipment compatible with Microsoft Teams, installing the hardware, connecting power and network (PoE and standard), and providing warranty and service support. The agency will provide power, network, and a Microsoft Teams Room license; the contractor must deliver the equipment, perform the installation within business hours, and configure the system for immediate use before the existing equipment ceases operation on June 30 2026. • Replace Polycom Trio 8800, Trio Visual+, and EagleEye IV camera with new Teams‑compatible video‑conferencing solution. • Supply and install a display‑mounted camera, microphone, speakers, and any required cabling or accessories. • Provide installation, configuration, testing, and warranty/service support in accordance with BEMC’s FY26 timeline (completion before Oct 31 2026). • Deliver a detailed technical proposal (itemized SKU list, specifications, timeline) and a fiscal proposal (costs for equipment, shipping, installation, warranty).