Last updated: 6/26/26
Newest questions at the top.
Scope & Staffing
1. The RFP notes ASL interpretation was provided in 16 sessions in 2025, with 2026 counts finalized in the fall. For consistent budgeting across respondents, should we model a similar volume (approximately 16 sessions) for 2026?
Counts will be finalized in fall 2026 based on attendee request. Respondent can use approximately 16 sessions as a baseline, but should be prepared to support additional ASL interpretation based on attendee request.
2. Each time slot includes one Zoom Webinar that may combine live and pre-recorded content. Approximately how many sessions across the event are expected to be pre-recorded playback, and is the Contractor responsible for loading/playing those files into the webinar, or will OCALI manage playback?
The anticipated number of pre-recorded sessions is minimal (less than 10) but will not be determined until the fall. As stated on p.4 of the RFP, "for sessions that include pre-recorded content, OCALI will provide final files to the contractor no later than Friday, November 6, 2026." Contractor would be responsible for playback of pre-recorded content provided by OCALI.
3. Is Monday, November 16 available for system setup and a technical rehearsal? Does OCALI want a pre-conference attendee technical-test ("always-on") window before Day 1?
Monday, November 16 is available for system setup and technical rehearsal. A pre-conference attendee technical test is not required.
Platform & Technical
4. Will OCALI provide enough licensed Zoom accounts to run all 14 concurrent rooms simultaneously while also opening the subsequent slot's rooms 30 minutes early for tech checks (up to roughly 28 rooms active during overlap windows)?
Yes.
5. Regarding the requirement to prevent unauthorized AI notetaking tools/bots: should this be handled through Zoom's native controls (authentication, waiting rooms, blocking known notetaker apps), or does OCALI expect a specific third-party solution?
OCALI expects technicians to monitor waiting room and prevent any unauthorized access from AI notetaking tools/bots. A third-party solution is not necessary.
6. For closed captioning on all sessions, should this be satisfied via Zoom's built-in live captions, or does OCALI separately contract human CART captioners who would require integration?
Zoom captions are sufficient.
7. Is the Contractor's responsibility limited to operating the OCALI-provided Zoom rooms, with OCALI handling all Session Sorter setup and embedding?
Correct. OCALI will handle all session sorter setup and embedding.
Delivery Model
8. The RFP expresses a preference for technicians operating from a single physical location. Will a distributed/remote technician model with a centralized virtual control room and unified communications be considered, or is single-site co-location a a firm requirement?
A single-site co-location is preferred but not required.
Optional Services
9. For planning purposes, does OCALI anticipate electing any optional services for 2026 — particularly #2 (Keynote Streaming) and #4 (On-Site Columbus Livestream)? If #2 is elected, what viewer data does OCALI need for CEU verification (e.g., watch duration, join/leave logs, unique-viewer confirmation)?
No final determination about optional services has been made at this time. If #2 is selected, yes, watch duration, join/leave logs, and unique viewer confirmation is preferred.
10. If the on-site keynote livestream from 470 Glenmont Ave is under consideration, is it the Tuesday opening keynote only, and what are the load-in, access, and existing on-site AV conditions at that location?
Yes, the livestream from 470 Glenmont Ave would take place on Tuesday, November 17. The keynote will take place in the OCALI gym. Access to the space is through 2 sets of double doors. There are steps, but there are regular deliveries made at that entrance, and it’s wide enough to back a truck into and lower a lift gate. The center bar in the double doors is removable to accommodate larger items. There is also a ramp to the right of the steps that is about 36” wide.
Available AV Resources From OCALI Include:
AV Needs From Vendor Include:
Submission & Contract
11. Beyond the proposal sections listed in the RFP, are any forms required with the submission (e.g., W-9, vendor registration, Ohio findings-for-recovery/debarment certification)? And will the awarded Respondent be required to execute ESCCO's standard Vendor Service Agreement?
Selected respondent will need to submit a W-9, be registered as a vendor in the state of Ohio, and is required to execute the Educational Service Center of Central Ohio's standard vendor service agreement (VSA). As stated in the VSA – "contractor represents that he/she/it is not subject to any unresolved findings for recovery resulting from an audit conducted by the Auditor of State between January 1, 2001 and the present time. Contractor further represents that neither the contractor nor any of its principal officers are listed in the Auditor of State’s database of persons subject to such findings." As stated on p.7 of the RFP, “the final contract is subject to ESCCO governing board approval.”