Item 4J - Ford Audio-Visual Systems LLC (DPS N, HQ, Court)M E M O R A N D U M
October 1, 2019
To: Shana Yelverton, City Manager
From: Sharen Jackson, Chief Financial Officer
Subject: Item 4J: Approve the proposal from Ford Audio-Video Systems,
LLC designed to address audio-video issues at Department of
Public Safety Headquarters Community Room, Municipal
Courtroom, and Department of Public Safety North in an amount
not to exceed $460,000.
Action
Requested: Approve partnering with Ford Audio-Video Systems, LLC to
address current audio-video issues at Department of Public
Safety Headquarters Community Room, Municipal Court,
and Department of Public Safety North in an amount not to
exceed $460,000.
Background
Information: The audio-video system that is in use today at DPS
Headquarters (Community Room and Municipal Court) and
DPS North was completed in 2010 and 2013 respectively.
As such, staff is experiencing severe technical issues and
failures. This is common with the age of equipment. Within
the last few years, items have been fixed with a temporary
approach. However, building on temporary fixes is not best
practice, does not ensure reliability, and will lead to larger
problems such as critical failure.
Ford Audio-Video Systems, LLC is an industry leader and
has provided the following recommendations based on
issues presented by staff.
DPS Headquarters
• Build out a new audio/video rack in the community
room. This will include a new audio amplifier to
provide power for eight (8) new speakers in the ceiling
of the community room. This rack will also It include a
new presentation media switcher with two HDTV
tuners and two Blu-ray disc players. Lastly, it will
house a 10" wired touch panel master control for the
entire community room.
• Two new laser projectors with short-throw lenses, as
well as two new motorized front projection screens in
the community room.
Honorable Mayor and City Council
Page 2 of 2
• Two new wired 7" touch panels will be installed to
control the screens, audio, video and lighting.
• Replace two wall and two floor pockets in the
community room with HDMI capability, as well as
connect them to the video switcher in the rack.
• Add a partition sensor to determine the status of the
air-wall partition (open or closed) in the community
room, and be able to adapt the room media and
lighting accordingly.
• Replace the display in the conference room with a 65"
display that includes a wired/wireless media
presentation switch.
• Install a HDMI video input mounted to the conference
table and connected to the media switcher.
• Include a wired 7" touch panel to control the media in
the conference room.
DPS North
• Two lumen laser projectors, one for each training
room, will be installed, along with new switchers and
reprogramming the control systems for each room.
• New switcher and reprogramming the control system
in the firing range.
• Replace the audio/video rack, that is currently located
in the ceiling of the auditorium, with a larger
equipment rack to be located in the storage room of
the auditorium. This will also include one 7" wired
touch panel master control for the entire auditorium.
• UPS installed on the new rack to provide stable
electrical power and one power sequencer to properly
turn the rack on/off.
• One 3.5" wired touch panel will be installed to control
the projector, screen, video, and audio in the
auditorium lectern.
• New audio amplifier to provide power for thirty (30)
new, larger speakers designed to maximize sound in
the auditorium.
• Four (4) wireless handheld microphones and all
necessary equipment to route them in the rack,
including a charging station.
• Install two additional wall plates located in the rear
west wall of the auditorium.
• New laser video projector.
Honorable Mayor and City Council
Page 2 of 2
• Four (4) 82" displays with swing arm wall mounts will
be installed.
• Lecture capture system will be installed to capture the
video signal from the camera, projector screen image,
and audio.
• One HD, PTZ camera with auto-tracking.
Municipal Court
• Build out a new audio/video rack that will include a
UPS and blower panel/fans to increase airflow, one
digital signal processor with twelve (12) input and
eight (8) output channels for audio signal processing
and routing, one Blu-ray player, and one 10” touch
panel for master control surface.
• Two (2) wireless microphones, three (3) dais
microphones, fourteen (14) new speakers, and one
(1) assistive listening system will be installed in the
courtroom.
• Network capable digital audio recorder to record
audio as needed.
• One (1) new laser projector, one (1) 49” display, and
two (2) 55” displays will be installed.
• Install HDMI inputs in floor and wall pockets.
• One (1) 7” touch panel to control the system from the
court clerk’s desk. One (1) 15” touch panel to control
the system from the judge’s desk. One (1) 7” touch
panel to control the jury room functions.
• One (1) 49”display for the lobby to display the court
agenda, etc.
These additions will eliminate issues at each location. It will
also ensure a system that is built for growth, flexibility, and
future needs of staff and the community.
Financial
Considerations: The 2020 fiscal year budgeted $150,000 for audio-video
upgrades in the Court Technology Fund, as well as
$300,419 for audio-video upgrades in the Crime Control
District Fund.
Strategic Link: This agenda item is linked to the Southlake Strategy Map
through the following objectives:
Honorable Mayor and City Council
Page 2 of 2
• C3 Provide attractive & unique spaces for enjoyment
of personal interests
• B4 Provide high quality services through sustainable
business practices
• B6 Optimize the use of technology
Citizen Input/
Board Review: These upgrades were highlighted and approved in the fiscal
year 2020 budget by the Crime Control Board on July 30,
2019 and City Council on September 17, 2019.
Legal Review: No requirement exists to review the purchase with the City
Attorney.
Alternatives: The alternative to approving the proposal would be:
1. Do no approve proposal and continue operating as
normal, recognizing the current audio-video issues
and understanding the impact it has to current
citizens, City Council, and City staff.
2. Direct staff to explore revisions to scope of work
and amend the agreement to reflect those
revisions.
Supporting
Documents: Proposals from Ford Audio-Video Systems, LLC.
Staff
Recommendation: Staff recommends approving item as proposed.
4901 Statesman Drive, Irving, TX 75063 972-241-9966 www.fordav.com
July 16, 2019
Ms. Kodi Wilder
City of Southlake
1400 Main Street
Suite 440
Southlake, TX 76092
RE: Southlake DPS HQ Proposal
Dear Ms. Wilder:
Ford Audio-Video Systems, LLC (Ford) respectfully submits for your consideration the attached proposal, which covers
the details of the system requirements in the following outline:
A. Introduction
B. Description of Work and Responsibilities
C. Installation Schedule
D. Equipment List
E. Cost Summary and Terms
F. Guarantees and Limitations of Warranty
G. Training and Documentation
H. Building Construction and Installation
I. Acceptance
The proposed systems are based upon our understanding of your requirements as communicated to us during our meetings
and conversations. If there are any changes that need to be made, please let us know. We invite you to compare our
systems with any other: in quality, price, and professionalism of installation, we are second to none.
This proposal contains confidential pricing, design, and installation information that is proprietary to Ford. It is provided
for your private use, and is not to be disclosed, in part or in whole, without the express, written authorization of Ford.
Please let me know if any questions arise. I look forward to serving you.
Sincerely,
FORD AUDIO-VIDEO SYSTEMS, LLC FORD AUDIO-VIDEO SYSTEMS, LLC
Eamon McAdoo Coy Mathew Scott Hall
Account Manager Division Manager
Voice: 972-241-9966
Email: coye@fordav.com
Website: www.fordav.com
Eamon McA. Coy
City of Southlake Ford Audio-Video Systems, LLC
Southlake DPS HQ Proposal Submitted By: Eamon McAdoo Coy, Account Manager
July 16, 2019 Page 2 of 17
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Southlake DPS HQ Proposal.docx, 7/16/2019 11:38 AM) Page 2 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees
of the parties hereto and is not for general distribution within or outside their respective companies.
Proposal
For
City of Southlake, Southlake, TX
A. INTRODUCTION
This proposal provides a description of the technology incorporated into the systems, lists the major
equipment and components, and states the terms, conditions, and responsibilities. Individual components
and quantities may be changed, deleted, added, or designated as optional to be added to the system at a
future date.
B. DESCRIPTION OF WORK
Ford shall supply and install the following systems for City of Southlake of Southlake, Texas (Customer)
in their remodel project:
1. DIVISIBLE EOC ROOM EQUIPMENT RACK
a. Owner furnished equipment (OFE) rack will be emptied and reused. The OFE equipment
shall be handed over to the Customer. OFE equipment rack will remain in “EOC EQUIP
2121” room.
b. One (1) uninterruptable power supply (UPS) shall be provided and installed in the “Storage
169” rack to provide stable electric power to critical equipment that use digital processors.
2. DIVISIBLE EOC ROOM AUDIO SYSTEM
a. One (1) digital signal processor (DSP) with twelve (12) input channels and eight (8) output
channels shall be provided and installed in the rack to provide audio signal processing and
routing.
b. One (1) 2-channel, 400w audio amplifier shall be provided and installed in the rack to
provide power for the speakers.
c. Four (4) 6.5”, 2-way speakers shall be provided and installed in the ceiling of Room A to
provide audio coverage for the room.
d. Four (4) 6.5”, 2-way speakers shall be provided and installed in the ceiling of Room B to
provide audio coverage for the room.
3. DIVISIBLE EOC ROOM VIDEO SYSTEM
a. OFE screens, projectors and ceiling mounts shall be removed from Room A and B and
handed over to the Customer.
City of Southlake Ford Audio-Video Systems, LLC
Southlake DPS HQ Proposal Submitted By: Eamon McAdoo Coy, Account Manager
July 16, 2019 Page 3 of 17
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of the parties hereto and is not for general distribution within or outside their respective companies.
b. One (1) 6,000 lumen, 1920 x 1200, WUXGA, 16:10 aspect ratio, laser projector with short-
throw lens shall be provided and mounted from the ceiling in Room A.
c. One (1) 6,000 lumen, 1920 x 1200, WUXGA, 16:10 aspect ratio, laser projector with short-
throw lens shall be provided and mounted from the ceiling in Room B.
d. One (1) 72.5” x 116”, 16:10 aspect ratio, 137” diagonal motorized front projection screen
shall be installed in the ceiling of Room A.
e. One (1) 72.5” x 116”, 16:10 aspect ratio, 137” diagonal motorized front projection screen
shall be installed in the ceiling of Room B.
f. One (1) presentation media switcher shall be provided and installed in the rack to route
video signal to the displays
g. Two (2) HDTV tuners shall be provided and installed in the rack and connected to the
media switcher.
h. Two (2) Blu-ray disc players shall be provided and installed in the rack and connected to
the media switcher.
4 DIVISIBLE EOC ROOM CONTROL SYSTEM
a. One (1) matrix switching appliance with nine (9) inputs and four (4) outputs shall be
provided and installed in the equipment rack and programmed to control audio/video
signal routing.
b. Two (2) OFE VGA wall plates on north wall (Room A & B) shall be replaced with HDMI
wall plates and connected to the video switcher.
c. Two (2) OFE floor pockets shall be replaced with HDMI floor pockets (Room A & B) and
connected to the video switcher.
d. One (1) wired 10” touch panel shall be provided and installed in the equipment rack and
be the master control surface for the whole system with functions inclusive of:
1) Power - on/off
2) Screen - up/down
3) Audio - mute/unmute
4) Video - mute/unmute
5) Video source selection
6) Witness camera control
7) Volume - up/down
City of Southlake Ford Audio-Video Systems, LLC
Southlake DPS HQ Proposal Submitted By: Eamon McAdoo Coy, Account Manager
July 16, 2019 Page 4 of 17
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of the parties hereto and is not for general distribution within or outside their respective companies.
8) Audio channel level - up/down
9) Audio source selection
10) Flat screen display signal routing
11) Flat screen display power - on/off
12) Lighting Control
13) Scene Settings for quick room configuration starts with specific functions to be
determined.
e. One (1) wired 7” touch panel shall be installed on the south wall of room A, location to be
determined by the Customer and Ford prior to installation, and be programmed to control
the following functions:
1) Power - on/off
2) Screen - up/down
3) Audio - mute/unmute
4) Video - mute/unmute
5) Video source selection
6) Witness camera control
7) Volume - up/down
8) Audio channel level - up/down
9) Audio source selection
10) Flat screen display signal routing
11) Flat screen display power - on/off
12) Lighting Control
13) Scene Settings for quick room configuration starts with specific functions to be
determined
f. One (1) wired 7” touch panel shall be installed on the south wall of room B, location to be
determined by the Customer and Ford prior to installation, and be programmed to control
the following functions:
1) Power on/off
City of Southlake Ford Audio-Video Systems, LLC
Southlake DPS HQ Proposal Submitted By: Eamon McAdoo Coy, Account Manager
July 16, 2019 Page 5 of 17
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of the parties hereto and is not for general distribution within or outside their respective companies.
2) Screen up/down
3) Audio mute/unmute
4) Video mute/unmute
5) Video source selection
6) Witness camera control
7) Volume up/down
8) Audio channel level up/down
9) Audio source selection
10) Flat screen display signal routing
11) Flat screen display power on/off
12) Lighting Control
13) Scene Settings for quick room configuration starts with specific functions to be
determined
g. One Partition sensor shall be installed in the EOC Room to automatically determine the
status of the air-wall partition (open or closed).
5. FOURTH FLOOR CONFERENCE ROOM VIDEO/CONTROL
a. One (1) OFE flat screen display and mount shall be removed and handed over to the
Customer.
b. One (1) 65”, 4K, UHD, LED display shall be provided and mounted in place of the OFE
display.
c. One (1) wired/wireless media presentation switcher shall be provided and mounted behind
the display and connected to the OFE network
d. One (1) HDMI video input shall be provided mounted underneath the OFE table and
connected to the media switcher in a location to be determined by the
Customer and Ford.
e. One (1) wired 7” touch panel shall be provided and placed on the table to control room the
following functions:
1) Display on/off
2) Video input selection
City of Southlake Ford Audio-Video Systems, LLC
Southlake DPS HQ Proposal Submitted By: Eamon McAdoo Coy, Account Manager
July 16, 2019 Page 6 of 17
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of the parties hereto and is not for general distribution within or outside their respective companies.
6. THE CUSTOMER SHALL BE RESPONSIBLE FOR:
a. The Customer shall have a representative (one [1] person selected by the Customer)
available throughout the installation to make decisions on behalf of the Customer
concerning the installation. The purpose is to ensure that communication between the
Customer and Ford is accurate and responsive in the event of questions or problems that
may arise during installation.
b. The Customer shall clear the rooms involved in the installation of all activities during the
periods of installation. Ford will work with the Customer to schedule the installation.
Hours or days of work lost by the installation crew due to the inability to work as planned
will be charged to the Customer based on the extra labor and expenses required.
c. The Customer shall provide a facility that is prepared for the installation of electronic
equipment. This includes a clean, dust-free and air-conditioned environment that is secure
and quiet. The Customer is responsible for providing a secure job site and for the cost of
loss or damage to audio, video, and lighting equipment delivered by Ford to the job site.
d. Electrical Power
In the event that electrical power is required to be installed or conduit systems are required
to support the audio/video systems, it is the responsibility of the Customer, at their expense,
to provide complete and adequate electrical power and conduit, unless otherwise noted.
e. Providing and preparing adequate space for the location of equipment, speakers, speaker
clusters, subwoofer cabinets, distributed under and over balcony speaker systems, stage
monitor systems, equipment racks, control and mixing consoles, video monitors, video
projectors, projection screens, and equipment racks included in the system. In the event
floors are sloped or not level, the Customer is responsible for making the floor level under
consoles and equipment racks. In the event a projection screen is recessed in a finished
ceiling, the Customer is responsible for refinishing the ceiling.
f. Providing a clear area with adequate ventilation and air conditioning that maintains a room
temperature not exceeding 75 degrees Fahrenheit in all rooms that are occupied by
sound/audio/video/lighting equipment racks. Sound, audio, video, and lighting equipment
produces heat which must be dissipated by ventilation or air conditioning. Prolonged
operation at room temperatures above 75 degrees Fahrenheit will shorten the life of
electronic equipment leading to premature failure of components.
g. The Customer is responsible for the installation and registration of all software on OFE
computers. Ford will provide the Customer with the system requirements for Ford
provided software, but the Customer is responsible for installing it on the OFE PC's and/or
OFE network. All software-related customer support shall be directly provided by the
software manufacturer.
h. Scaffolding or lifts provided by the Customer for use by Ford must meet OSHA safety
standards and be satisfactory to meet the needs of the Ford installation personnel. In the
event the Customer furnished scaffolding or lifts are unacceptable, Ford will present a
change request detailing the additional cost and time extension required to complete the
project.
City of Southlake Ford Audio-Video Systems, LLC
Southlake DPS HQ Proposal Submitted By: Eamon McAdoo Coy, Account Manager
July 16, 2019 Page 7 of 17
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of the parties hereto and is not for general distribution within or outside their respective companies.
i. Ford is not licensed for and does not perform any electrical, carpentry, painting, masonry,
or carpet laying work.
7. FORD SHALL BE RESPONSIBLE FOR:
a. Providing line drawings for systems and equipment manuals electronically at no cost
b. Fabrication and installation of audio/video systems
c. Providing recommendations for electrical power and conduits, to be provided and installed
by the electrical contractor, for the audio/video/control systems
d. Installation of low voltage audio/video wiring for systems
e. Electronic testing of audio systems
f. Tuning of audio processors
g. Testing and alignment of video systems
h. Training
i. Warranty service
j. Providing as-built drawings with wire numbers and labels
8. PREVENTATIVE MAINTENANCE
a. Ford shall perform one (1) pre-scheduled service call, prior to the end of the warranty
period, for the purpose of conducting routine preventative maintenance (PM) to check the
general operation of equipment. This PM service call shall be scheduled in advance with
the Customer, between 8:00 am and 5:00 pm Monday through Friday, excluding holidays,
and does not include expendable materials used (e.g., light bulbs, lamps, light fixture
lamps, fuses, batteries, portable connection cables, etc.) or system programming. This
service is renewable up to three (3) years.
b. The Customer will provide a contact person that is authorized to answer questions and
obligate the Customer if additional services are requested. The contact will be personally
available to meet with the Ford technician and have knowledge of the equipment and
systems to be inspected. The contact person will provide access to all areas and equipment
rooms requiring inspection.
C. INSTALLATION SCHEDULE
1. Ford estimates that the actual on-site installation, test out and commissioning of this project will
take eleven (11) days. In addition to the installation, Ford shall prepare system drawings, purchase
the equipment, assemble the equipment in our shop, program control software as required and do
in-shop testing. This work will take approximately ten (10) to twelve (12) weeks prior to the
beginning of actual installation at your facility. The total time required to complete the project shall
City of Southlake Ford Audio-Video Systems, LLC
Southlake DPS HQ Proposal Submitted By: Eamon McAdoo Coy, Account Manager
July 16, 2019 Page 8 of 17
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of the parties hereto and is not for general distribution within or outside their respective companies.
be approximately thirteen (13) weeks from agreement execution. The completion of Ford's work
depends upon the facility being secure, dust-free, air-conditioned, and quiet.
2. For Ford to meet the above completion schedule, it is important that the Customer ensures the job
site is available for Ford personnel, and there are no interruptions in the availability of the job site
and the ability of Ford to do the work. Ford schedules its work force weeks in advance in order to
meet the installation completion dates of all of its customers. As a consequence, it is vital that the
Customer notify Ford's Project Manager in the event that the Customer changes the schedule or the
Customer's other contractors fall behind in completing their portion of the work.
D. EQUIPMENT LIST
HQ EOC ROOM - AUDIO (TIPS CONTRACT #171001)
=================================================================================
Quantity Description
=================================================================================
1.00 BIAM.TESIRAFORA DSP,12X8 FIXED AUDIO DSP
1.00 CRES.AMP-2210T AMP,2X210W COMMERCIAL POWER AM
8.00 ATLA.FAP63T SPEA,6.5",2WAY,CEILNG,32W,70V
=========
Sub Total 3,369.00
HQ EOC ROOM – VIDEO (TIPS CONTRACT #171001)
=================================================================================
Quantity Description
=================================================================================
2.00 EPSO.V11H735020 PROJ,6000LUMEN,WUXGA,LASER
2.00 EPSO.V12H004U03 LENS,SHORT ZOOM,G7000 SERIES
2.00 CHIE.RPMAU MOUN,UNIVERSAL RPMA W/Q-LOCK
2.00 CHIE.CMA450 ACCE,SUSPENDED CEILING PLATE
2.00 CHIE.CMA472 ACCE,ABOVE CEILING ENCLOSURE
2.00 CHIE.CMS012018 MOUN,PIPE,ADJUSTABLE 12"-18"
2.00 CRES.HDEXT3CB TRAN,HDMI/232,EXT,TWISTED,BLK
2.00 CRES.DMTX200C2B PANE,INPUT,DM,8G+,BLK,TXTR
1.00 CRES.DMPS34K35A AV SWITCHER W/AIR-MEDIA
2.00 CRES.DMRMC4KSCA RECE,4K 8G SCALER
2.00 DENO.DN-500BD BLUE,1RU PRO BLURAY PLAYER
2.00 DALI.70119LS ADVANTAGE,TNSD 137D CVHC
2.00 SCREEN MOUNTING HARDWARE
2.00 CONT.0015099001 TUNE,232-ATSC 4,HDTV TUNER
=========
Sub Total 41,436.00
HQ EOC ROOM - CONTROL (TIPS CONTRACT #171001)
=================================================================================
Quantity Description
=================================================================================
2.00 CRES.TSW760BS DISP.TOU.7" TOUCHSCREEN
1.00 CRES.TSW1060BS TOUC, 10.1" TOUCH SCREEN BL SM
1.00 CRES.TSW1060RMK RACK MOUNT KIT FOR TSW-1060
City of Southlake Ford Audio-Video Systems, LLC
Southlake DPS HQ Proposal Submitted By: Eamon McAdoo Coy, Account Manager
July 16, 2019 Page 9 of 17
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of the parties hereto and is not for general distribution within or outside their respective companies.
1.00 CRES.GLSPARTCN CRESNET PARTITION SENSOR
1.00 LUXU.AMS-1208P SWIT,12/8 POE+ GIGA MANAGED
=========
Sub Total 4,164.00
HQ EOC ROOM - RACK HARDWARE (TIPS CONTRACT #171001)
=================================================================================
Quantity Description
=================================================================================
1.00 MIDD.EB1FAVLOGO PANE,1 SP,W/FAV LOGO
10.00 MIDD.EB1 PANE,1 SPACE(1 3/4") FLANGED
2.00 MIDD.UFA-8-F1 1SP SLF,8" D W/ 1U FA,BPC
1.00 SURG.SX1115RT POWE,9,OUTLET,POWER,CONDITIONE
5.00 MIDD.EB2 PANEL,2 SPACE (3 1/2") FLANGED
2.00 MIDD.U1V 1SP VENTED UTILITY SHELF
1.00 MIDD.UPS-1000R POWE,RACK MOUNT UPS 1000VA/750
2.00 MIDD.D2 RACK,2 SPACE (3 1/2") RACK DRA
10.00 MIDD.LBP-1R ROUND LACING BAR,ORDER IN 10'S
=========
Sub Total 2,260.00
HQ EOC ROOM-CABLES, CONNECT, CABLE MANAGMENT (TIPS CONTRACT #171001)
=================================================================================
Quantity Description
=================================================================================
2.00 C2G.29675 3' HDMI CABLE W/GRIPPIN CONNEC
6.00 C2G.29677 CABL 6' HDMI W/GRIPPING CONN
2.00 C2G.29678 10'HDMI W/GRIPPING CONNECTORS
2.00 LIBE.DL-AR3982 MDP, LIGHTNING, USB-C TO HDMI
2.00 LIBE.E2HDSEMM03 CABL,HDMI COMMERCIAL GRD 10'
750.00 WEST.254246F-BK WIRE, 4PR 23G SHLD CAT6 CMP
20.00 WEST.CN111S90H3 CATEGORY 6 SHLD. PLUG
20.00 WEST.CN-B0051 ACCE,CAT6 SHLDD BOOT,BLK,
100.00 BELD.9451 WIRE,1PR,#22,SHIELD,PVC
250.00 WEST.25226B WIRE,2C,14 GUAGE,PLENUM,SPEAK.
500.00 CRES.CRESNETNPT WIRE,CRESNET,CONTROL,TEAL,1000
=========
Sub Total 1,715.50
HQ EOC ROOM – (NON-CONTRACT)
=================================================================================
Quantity Description
=================================================================================
1.00 CRIMPS,TIES, & MANAGEMENT
10.00 ASSORTED CABLES & CONNECTORS
44.00 RACK HARDWARE & ACCESSORIES
2.00 PROJECTOR HARDWARE & ACCESSORI
1.00 MISC. HARDWARE
=========
Sub Total 1,110.00
City of Southlake Ford Audio-Video Systems, LLC
Southlake DPS HQ Proposal Submitted By: Eamon McAdoo Coy, Account Manager
July 16, 2019 Page 10 of 17
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of the parties hereto and is not for general distribution within or outside their respective companies.
HQ 4TH FLR CONFERENCE ROOM (TIPS CONTRACT #171001)
=================================================================================
Quantity Description
=================================================================================
1.00 OFE PC
1.00 CRES.AM-300 AV, AIRMEDIA REPS SYS 300
1.00 CRES.DMTX4K100B TRAN,1G,4K DM 8G,HDMI TX,BLACK
1.00 CRES.CENSWPOE5 DATA,SWITCH ETHERNET,5PORT,POE
1.00 CRES.TSW760BS DISP.TOU.7" TOUCHSCREEN
1.00 LG.65UH5C-B DISP.MON,65",4K,UHD,LED
1.00 CHIE.TS525TU MOUN,THIN SWING ARM (LARGE)
1.00 CHIE.FHB5147 MOUNTING HARDWARE KIT
1.00 CHIE.PAC526F WALL ENC,16X16,MTI-D,PRE/PST
=========
Sub Total 5,447.00
HQ 4TH FLR CONFERENCE ROOM-CABLES, CONNECTORS (TIPS CONTRACT #171001)
=================================================================================
Quantity Description
=================================================================================
1.00 C2G.29677 CABL 6' HDMI W/GRIPPING CONN
1.00 LIBE.DL-AR3982 MDP, LIGHTNING, USB-C TO HDMI
1.00 LIBE.E2HDSEMM03 CABL,HDMI COMMERCIAL GRD 10'
150.00 WEST.254246F-BK WIRE, 4PR 23G SHLD CAT6 CMP
6.00 WEST.CN111S90H3 CATEGORY 6 SHLD. PLUG
6.00 WEST.CN-B0051 ACCE,CAT6 SHLDD BOOT,BLK,
1.00 C2G.54325 CABLE,DISPLAYPORT-M TO HDMI 3'
=========
Sub Total 457.00
HQ 4TH FLR CONFERENCE ROOM-(NON-CONTRACT)
=================================================================================
Quantity Description
=================================================================================
1.00 CRIMPS, TIES, & MANAGEMENT
3.00 ASSORTED CABLES & CONNECTORS
1.00 MISC. HARDWARE
1.00 DISPLAY HARDWARE & ACCESSORIES
=========
Sub Total 280.00
City of Southlake Ford Audio-Video Systems, LLC
Southlake DPS HQ Proposal Submitted By: Eamon McAdoo Coy, Account Manager
July 16, 2019 Page 11 of 17
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Southlake DPS HQ Proposal.docx, 7/16/2019 11:38 AM) Page 11 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees
of the parties hereto and is not for general distribution within or outside their respective companies.
INTERGRATION SERVICES (TIPS CONTRACT #171001)
=================================================================================
Quantity Description
=================================================================================
DESIGN, ENGINEERING, FABRICATION, PROJECT MANAGEMENT
INSTALLATION, COMMISSIONING, TRAINING AND WARRANTY
=========
Sub Total 55,180.50
=========
Merchandise: 60,238.50
Integration: 55,180.50
Freight: .00
Sales Tax*: .00
=========
Total Amount: 115,419.00
E. COST SUMMARY AND TERMS
PROPOSED TOTAL: $115,419.00
PREVENTATIVE MAINTENANCE: $375.00
*TAXES: No taxes have been included in the project 'Total Amount,' unless specifically showing on
the 'Sales Tax' line. All taxes are the responsibility of the Customer. If a tax is charged to
Ford, the Customer will be responsible for reimbursing Ford for the cost.
TERMS: The Customer shall issue a purchase order in accordance with the terms and conditions of
the TIPS Contract #171001.
100% is due upon completion.
All invoices are due Net 30.
CC: Unless otherwise prohibited by law, a 3% bank interchange fee will be charged for using a
credit card for payment.
PRICE: The price stated above for this project is based upon the complete system being purchased
and installed at one time. In the event the Customer selects to purchase less than the total
project, delays purchase of any portion of the system, requires that the system be installed
in phases, or delays the installation, Ford reserves the right to charge for additional labor,
travel, and overhead. The price is valid for thirty (30) days from the date of this proposal.
COMMENCEMENT OF WORK:
Ford must receive the signed contract, down payment, and/or a purchase order accepting
the terms and conditions of this proposal, prior to the contract being initiated by Ford.
Without the acceptance of Ford, no work on the contract will be under taken, including
engineering the system, purchasing the equipment and scheduling the work crews for
installation. In the event the Customer fails to pay Ford within the terms above, Ford
City of Southlake Ford Audio-Video Systems, LLC
Southlake DPS HQ Proposal Submitted By: Eamon McAdoo Coy, Account Manager
July 16, 2019 Page 12 of 17
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of the parties hereto and is not for general distribution within or outside their respective companies.
reserves the right to stop work on the project until all payments are received by Ford in
accordance with the terms.
CREDIT: This proposal shall not be deemed as accepted by Ford until the executed contract is
returned to Ford's Credit Center for final review and acceptance.
CHANGES: Any Customer Change Orders (CCO) must be approved in writing by the Customer prior
to execution by Ford and are subject to the credit terms of this agreement.
NON-HIRE: The Customer and Ford mutually agree, because of the high cost of training an employee,
that neither party shall solicit the employment of any employee of the other party, and shall
not employ any employee or any person who was an employee of the other party at any
time during the relationship between the parties or for a period of one (1) year following
the termination of any relationship between the parties. In the event of a breach of this
section, the breaching party agrees to pay the other party an amount equal to the hired
employee's annual wages as an agreed upon cost to replace the employee.
F. GUARANTEES AND LIMITATIONS OF WARRANTIES
1. FORD GUARANTEES THE FOLLOWING:
a. Equipment will be new, unless noted otherwise.
b. All workmanship provided by Ford will be free of defects and will be repaired, free of
charge, for a period of one (1) year from the date of substantial completion or the first date
of beneficial use of the system, whichever date occurs first. Substantial completion shall
be defined as the point where the work, or designated portion thereof, is sufficiently
complete so that the system can be used for its intended purpose.
c. All equipment and materials provided by Ford that were manufactured by other companies
will be warranted under the standard warranty terms of the original manufacturer.
d. The warranty does not include nor cover expendable materials used with the system
installation (e.g., light bulbs, lamps, light fixture lamps, fuses, batteries, portable
connection cables, etc.).
e. Ford is not responsible for the reliability of systems that communicate using wireless
technology. The performance of equipment utilizing wireless communications is
inherently unreliable and will experience "drop outs", distortion and loss of connectivity
from time to time. Interference from other forms of radio frequency transmissions, such as
radio and television broadcasts, cell phones, and computer wireless networks, is probable
and should be expected.
f. Ford is not responsible for the performance, testing, or configuration of owner -furnished
data networks that are used to transmit audio, video, and lighting program data and control
signal data. IP-based videoconferencing systems rely upon data networks that can provide
consistent bandwidth for the transmission. Videoconferencing that is transmitted over the
Internet is subject to the intermittent and unreliable nature of the public network. In the
event that the Customer's network is found to be the cause of defects in the quality of the
audio/video signals, is unreliable, or has insufficient bandwidth to support the A/V/L
City of Southlake Ford Audio-Video Systems, LLC
Southlake DPS HQ Proposal Submitted By: Eamon McAdoo Coy, Account Manager
July 16, 2019 Page 13 of 17
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of the parties hereto and is not for general distribution within or outside their respective companies.
system and Ford's network engineers are required to troubleshoot or configure the
Customer's network, the cost of this service will be invoiced to the Customer.
g. The term "Software" as used in this document includes all editable source files, un-editable
compiled files, graphical user interface files and functionality, audio digital signal
processor (DSP) files, in whole and in part, produced under the terms of this agreement.
Unless otherwise expressly agreed in writing, all Software created by Ford remains the
property of Ford, and the Customer is hereby provided a license to use the Software for
this project only. The Software may not be used on any other project, nor used for any
purposes outside of this project, nor shared nor disclosed to anyone who is not an employee
of the Customer's company.
h. Any adjustments made by the Customer or the Customer's agent(s), other than routine
operational adjustments, shall not be covered under this warranty statement. Re-calibration
of settings shall be considered by Ford to be billable time to the Customer at Ford's standard
engineering rates.
i. Procedures such as routine preventative maintenance functions (e.g., keeping filters clean,
keeping system environment free from foreign materials, etc.) are the responsibility of the
Customer and is not included within this warranty agreement. Failure on the part of the
Customer to perform these routine maintenance functions shall void this warranty.
j. If warranty work is necessary within the warranty period, Ford will, at its option, repair the
defective equipment or return it to the manufacturer for repair.
k. Repairs, modifications, or other work performed by personnel not authorized by Ford
during the period of warranty on any equipment of the system may invalidate the warranty.
l. Ford will not be responsible for damages or cost of repairs due to modifications,
adjustments, or additions to the system performed by personnel not authorized by Ford
prior to acceptance of the system by the Customer.
m. Ford may withhold warranty service in the event that the Customer has an unpaid balance
due to be paid to Ford.
2. OWNER-FURNISHED EQUIPMENT (OFE):
a. Ford's intent is to provide a complete system including all equipment. In some cases, the
Customer may own equipment which they desire to be included with the installation. Ford
identifies this as OFE.
b. The use of OFE is solely for the convenience of the Customer and is not included in the
warranty or guarantee provided.
c. Ford shall take reasonable care in handling OFE and install it according to standard
industry practices; however, Ford takes no responsibility for the operation, performance,
appearance, or effects of OFE before, during, or after its integration into the system. Ford
reserves the right to accept or reject OFE based on the equipment's service record, or lack
City of Southlake Ford Audio-Video Systems, LLC
Southlake DPS HQ Proposal Submitted By: Eamon McAdoo Coy, Account Manager
July 16, 2019 Page 14 of 17
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of the parties hereto and is not for general distribution within or outside their respective companies.
thereof, poor condition, or out of date software/firmware. Ford will not accept OFE that is
purchased by the Customer to replace equipment that is specified in this proposal.
d. In the event that OFE does not function properly, Ford shall notify the Customer to
determine if the OFE is to be a) repaired, b) an alternate unit provided by the Customer, c)
the unit is not to be used, or d) Ford is to provide a new unit. Ford shall provide a cost t o
the Customer for the work to be done. The Customer will authorize any additional costs to
the job.
e. The existing equipment, removed as a courtesy by Ford, that is not being reused, shall be
handed over to the Customer. Ford is not responsible for the existing equipment or its
condition when received by the Customer.
G. TRAINING AND DOCUMENTATION
1. TRAINING INCLUDED:
a. Ford will host a training session near the completion of installation. All system users and
interested persons should attend this training so that all questions can be answered during
this training.
b. During the training, if requested, Ford personnel will attend the initial first use of the
system and assist the Customer's operators and users in the operation of the Ford-installed
system.
c. Ford shall provide a training agenda for scheduled training.
d. Ford shall provide a quick start guide (QSG) for each room type. The QSG is a generic,
brief description, of how to operate the system. One (1) copy of a laminated document ,
for each room type, shall be provided to the Customer.
2. ADVANCED TRAINING - OPTIONAL:
Ford is committed to providing the highest quality and most modern training experience possible
to its Customers. In addition to the training included with this project, for an additional fee, Ford
offers multiple, customizable options to fit the needs of any Customer. The possible programs
include:
a. Ford shall supply a training video consisting of a visual tutorial or tutorials, if multiple
room type videos are purchased, that will explain how to operate specific AV systems.
This training tutorial, narrated by a Ford trainer, is a self -paced, always-available, online
video, viewable on any mobile device which give the learner a step-by-step process on how
to use the technology.
b. In consultation with the Customer, Ford will develop and execute a custom curriculum and
curriculum schedule.
c. Ford will provide in-person presentation(s), as needed, including presentation materials
such as PowerPoint or Prezi presentation.
City of Southlake Ford Audio-Video Systems, LLC
Southlake DPS HQ Proposal Submitted By: Eamon McAdoo Coy, Account Manager
July 16, 2019 Page 15 of 17
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Southlake DPS HQ Proposal.docx, 7/16/2019 11:38 AM) Page 15 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees
of the parties hereto and is not for general distribution within or outside their respective companies.
d. Ford will develop a custom Orientation & Operations Handbook, which shall include
detailed, user-friendly information on solutions, functionality, troubleshooting, curriculum,
and other useful reference materials.
e. The Ford Training Center also highly recommends follow-up training sessions six months
to a year following the initial session(s) to ensure that all concepts are anchored and being
employed by each user as well as providing opportunities for new employees to receive the
same level and style of training existing employees received. The Ford Training Center
will work with customers to develop a long-term training strategy and/or ongoing training
curriculum.
f. Additional materials include documents in electronic format, additional hard and/or
laminated copies of Quick-Start Guides and Orientation & Operations Handbooks, as well
as CDs or DVDs of these curriculum materials.
g. All training curriculum and components will be developed and executed by a Ford Master
Trainer.
h. The components of the optional training are to be determined by the Customer, Account
Manager, and Ford Master Trainer to best meet the needs of the Customer. The cost of the
additional materials and training is based on the desired program.
i. Please contact Ford to receive a customized price quote on the Advanced Training Program
option.
H. BUILDING CONSTRUCTION AND SYSTEM INSTALLATION
1. VISUAL INSPECTION:
a. This proposal is based upon a visual inspection of the site conditions. It is agreed that some
buildings may have inherent design and/or construction that is not visibly recognizable and
is outside of normal standard and customary building procedures. If the walls, floors or
ceiling are found to be constructed in a manner that wire cannot be pulled or equipment
cannot be mounted or otherwise installed without labor or materials in excess of those
anticipated by both parties and proposed herein, the Customer agrees to be responsible for
any adjustments in the labor and materials required to perform the installation.
2. EXISTING CONDITIONS:
a. Acoustics and Noise
In facilities where Ford is providing a sound or audio system, the Customer is responsible
for providing an environment free of ambient noise and excessive reverberation and
echoes.
1) Typically, ambient noise is created by HVAC systems (Heating, Ventilation, and
Air Conditioning), plumbing or other mechanical systems in the building. In
general, Ford recommends that the ambient noise sound pressure level not exceed
NC35 (Noise Criteria) or 35 dB A scale.
City of Southlake Ford Audio-Video Systems, LLC
Southlake DPS HQ Proposal Submitted By: Eamon McAdoo Coy, Account Manager
July 16, 2019 Page 16 of 17
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of the parties hereto and is not for general distribution within or outside their respective companies.
2) Long reverberation times and echoes are normally the result of hard wall, floor,
and ceiling surfaces found in some rooms. Typically, Ford recommends that the
reverb time does not exceed 1.5 seconds where the primary use is the
communication of speech. The production of other types of music may require
longer reverberation times. In the event that echoes exist, absorptive or diffusive
wall and ceiling panels may be required to eliminate or minimize the detrimental
effects of the echoes.
3) Ford is not responsible for any costs related to reducing the ambient noise or
modifying the acoustics of the Customer's facilities.
I. ACCEPTANCE
1. The Customer's personnel will be notified by Ford upon completion of the installation.
2. Demonstration of system performance will be during the training session.
3. Participants at the performance demonstration shall include personnel representing Ford and
personnel representing City of Southlake who are authorized to accept the system as complete and
make final payment.
This proposal shall not be deemed as accepted by Ford until the executed contract is returned to Ford's Credit Center
for final review and acceptance. If a purchase order is required by the Customer, it must be transmitted with the
signed install agreement for review and acceptance.
This proposal contains confidential pricing, design, engineering, and installation information that is proprietary to
Ford. It is provided for your private use, and is not to be disclosed, in part or in whole, without the express, written
authorization of Ford.
We appreciate the opportunity to work with you on this project. If you have any questions or need additional
information, please contact me at 972-241-9966.
Sincerely,
FORD AUDIO-VIDEO SYSTEMS, LLC
Eamon McAdoo Coy
Account Manager
Voice: 972-241-9966
E-mail: coye@fordav.com
Website: www.fordav.com
Eamon McA. Coy
City of Southlake Ford Audio-Video Systems, LLC
Southlake DPS HQ Proposal Submitted By: Eamon McAdoo Coy, Account Manager
July 16, 2019 Page 17 of 17
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of the parties hereto and is not for general distribution within or outside their respective companies.
SYSTEM INSTALLATION AGREEMENT
Between
CITY OF SOUTHLAKE
and
FORD AUDIO-VIDEO SYSTEMS, LLC
This is to signify that City of Southlake and Ford Audio-Video Systems, LLC have entered into a contract, in the
amount of $115,419.00, for the purchase and installation of equipment and services described in the attached
proposal.
PREVENTATIVE MAINTENANCE: $375.00 __________________________
Customer Accepts
City of Southlake and Ford Audio-Video Systems, LLC, by and through their respective signatories to the
Agreement, each represent to the other that they are authorized to enter into this Agreement.
We do both agree to abide by the terms and conditions of this Agreement.
FORD AUDIO-VIDEO SYSTEMS, LLC CITY OF SOUTHLAKE
_________________________________ _________________________________
Eamon McAdoo Coy Authorized Signature
Account Manager
_________________________________ _________________________________
Mathew Scott Hall Printed Name and Title
Division Manager
_________________________________ _________________________________
Date Date
4901 Statesman Drive, Irving, TX 75063 972-241-9966 www.fordav.com
k
July 16, 2019
Ms. Kodi Wilder
City of Southlake
1400 Main Street
Southlake, TX 76092
DPS North AV Upgrades
Dear Ms. Wilder:
Ford Audio-Video Systems, LLC (Ford) respectfully submits for your consideration the attached proposal, which covers
the details of the system requirements in the following outline:
A. Introduction
B. Description of Work and Responsibilities
C. Installation Schedule
D. Equipment List
E. Cost Summary and Terms
F. Guarantees and Limitations of Warranty
G. Training and Documentation
H. Building Construction and Installation
I. Acceptance
The proposed systems are based upon our understanding of your requirements as communicated to us during our meetings
and conversations. If there are any changes that need to be made, please let us know. We invite you to compare our
systems with any other: in quality, price, and professionalism of installation, we are second to none.
This proposal contains confidential pricing, design, and installation information that is proprietary to Ford and utilizes
Ford Audio-Video Systems, LLC’s TIPS Contract #171001. It is provided for your private use, and is not to be
disclosed, in part or in whole, without the express, written authorization of Ford. Please let us know if any questions
arise. We look forward to serving you.
Sincerely,
FORD AUDIO-VIDEO SYSTEMS, LLC FORD AUDIO-VIDEO SYSTEMS, LLC
Eamon McAdoo Coy Mathew Scott Hall
Account Manager Division Manager
Voice: 972-241-9966
Email: coye@fordav.com
Website: www.fordav.com
Eamon McA. Coy
City of Southlake Ford Audio-Video Systems, LLC
DPS North Auditorium and Classroom Updates Submitted By: Eamon Coy, Account Manager
July 16, 2019 Page 2 of 19
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employees of the parties hereto and is not for general distribution within or outside their respective companies.
Proposal
For
City of Southlake, Southlake, TX
A. INTRODUCTION
This proposal provides a description of the technology incorporated into the systems, lists the major
equipment and components, and states the terms, conditions, and responsibilities. Individual components
and quantities may be changed, deleted, added, or designated as optional to be added to the system at a
future date.
B. DESCRIPTION OF WORK
Ford shall supply and install the following systems for City of Southlake of Southlake, Texas (Customer)
in their remodel project:
1. TRAINING ROOMS 1 & 2 (identical)
a. The existing owner furnished equipment (OFE) video switcher shall be removed and
handed over to the Customer.
b. One (1) eight 8-input, scaling presentation switcher shall be installed in the OFE rack
inside the OFE lectern in each training room.
c. Ford shall program the OFE remote to control the system, as currently labeled, with the
following functions:
1) Projector on/off
2) Video mute
3) Audio Mute
4) Screen up/down
5) Input Control: PC, AUX Video, Laptop, Document Camera, Blu-Ray, Tuner
6) Blu-Ray Control: Title, Menu, Enter, REW, PLAY, FWD, PAUSE, STOP
7) Tuner Control: Menu, Enter, UP/DOWN, LEFT/RIGHT
d. Ford shall remove the existing OFE projector and hand over to the Customer.
e. One (1) 6,000 lumen WUXGA Laser projector shall be installed on the OFE ceiling
mount in each training room.
City of Southlake Ford Audio-Video Systems, LLC
DPS North Auditorium and Classroom Updates Submitted By: Eamon Coy, Account Manager
July 16, 2019 Page 3 of 19
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employees of the parties hereto and is not for general distribution within or outside their respective companies.
2. FIRING RANGE CONFERENCE ROOM
a. The existing OFE video switcher shall be removed and handed over to the Customer
b. One (1) 8- input, scaling presentation switcher shall be installed in the OFE rack inside the
OFE lectern.
1) The switcher will output to the OFE projector and the OFE wall-mounted display.
c. Ford shall program the OFE remote to control the system, as currently labeled, with the
following functions:
1) Projector on/off
2) Video mute
3) Audio Mute
4) Screen up/down
5) Input Control: PC, AUX Video, Laptop, Document Camera, Blu-Ray, Tuner
6) Blu-Ray Control: Title, Menu, Enter, REW, PLAY, FWD, PAUSE, STOP
7) Tuner Control: Menu, Enter, UP/DOWN, LEFT/RIGHT
3. AUDITORIUM EQUIPMENT RACKS
a. The OFE racks in the lectern shall be emptied and the OFE presentation switcher and DSP
shall be returned to the Customer. All other OFE rack equipment will be incorporated into
the new system.
b. The OFE power strip will be placed in the OFE lectern rack.
c. The OFE Blu-ray player will be placed in the OFE lectern rack.
d. The OFE PC computer will be placed in the OFE lectern rack.
e. One (1) 44-space equipment rack shall be installed on the south wall of the “Storage 169”
room off the back of the auditorium.
f. One (1) uninterruptable power supply (UPS) shall be installed in the “Storage 169” rack to
provide stable electric power to critical equipment that use digital processors.
g. One (1) 16-output, 15 amp power sequencer shall be installed in the “Storage 169” rack to
properly turn the system on/off.
4. AUDITORIUM AUDIO
a. Thirty (30) 6.5”, 32w coaxial speakers shall be installed in the ceiling. The existing ceiling
speakers shall be removed and returned to Customer.
b. One (1) 8-channel 300w audio amplifier shall be installed in the equipment rack in “Storage
169” to provide audio signal to the speakers.
City of Southlake Ford Audio-Video Systems, LLC
DPS North Auditorium and Classroom Updates Submitted By: Eamon Coy, Account Manager
July 16, 2019 Page 4 of 19
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employees of the parties hereto and is not for general distribution within or outside their respective companies.
c. One (1) digital signal processor (DSP) with 12-analog inputs and 8-analog outputs and
Dante digital audio networking shall be installed in the “Storage 169” rack to provide audio
signal processing and routing.
d. One (1) OFE wireless microphone receiver shall be installed in the “Storage 169” rack.
e. One (1) four-channel wireless microphone receiver shall be installed in the “Storage 169”
rack. Four (4) wireless handheld microphone transmitters will be provided to the Customer.
Four (4) wireless beltpack transmitters will be provided to the Customer. Four (4)
omnidirectional lavalier microphones will be provided to the Customer.
1) Only one (1) handheld or beltpack, per frequency, can be used at a time.
f. One (1) battery charging/storage module shall be installed in the “Storage 169” rack
g. Two (2) 14”, 2RU storage drawers shall be installed in the “Storage 169” rack.
h. One (1) USB to Dante audio signal processor shall be installed in the OFE “lectern rack”
i. Two (2) 4-channel analog to Dante audio signal processor shall be installed in the OFE
“lectern rack”
j. One (1) 10-port gigabit, POE data switch shall be installed in the OFE “lectern rack”
k. One (1) Dante enabled 2- input and 2-output XLR wall plate shall be installed on the west
wall of the auditorium. The outputs will carry the program audio and the inputs will be
auxiliary.
5. AUDITORIUM VIDEO
a. The OFE projector and projector mount shall be removed and turned over to Customer.
b. One (1) 12,000-lumen laser video projector shall be mounted from a new Ford installed
projector mount.
c. Four (4) OFE displays and corresponding mounts shall be removed and turned over to the
Customer.
d. Four (4) 82" UHD 16/7 displays shall be mounted in place of the OFE displays. A new
swing-arm wall mount shall be installed for each new display.
f. One (1) lecture capture system shall be installed in the “Storage 169” rack and shall
capture:
1) Video signal from the optional camera
2) Projector screen image from video switcher
3) Program audio from DSP
City of Southlake Ford Audio-Video Systems, LLC
DPS North Auditorium and Classroom Updates Submitted By: Eamon Coy, Account Manager
July 16, 2019 Page 5 of 19
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employees of the parties hereto and is not for general distribution within or outside their respective companies.
g. One (1) eight-input scaling presentation switcher shall be installed in “Storage 169” rack
h. One (1) eight-output video distribution amplifier shall be installed in “Storage 169” rack
and send video signal to all Ford installed displays.
i. One (1) 28-port gigabit, POE network switch shall be installed in “Storage 169” rack.
j. One (1) 17” quad-view display shall be installed in “Storage 169” to view video inputs and
outputs
k. One (1) HD-SDI wall plate shall be installed on the west wall of the Auditorium and carry
the camera feed.
l. One (1) HDMI wall plate shall be installed on the west wall of the auditorium and carry
the presentation feed.
6. CONTROL SYSTEM
a. One (1) 7” wired touch panel shall be installed on the equipment rack in “Storage 169”. It
will have master control over the AV system and programmed to control the following:
1) Power on/off
2) Screen up/down
3) Audio mute/unmute
4) Video mute/unmute
5) Video source selection
6) PTZ camera control
7) Record start/stop
8) Volume up/down
9) Audio channel level up/down
10) Audio source selection
11) Press plate signal routing
12) Flat screen display signal routing
13) Flat screen display power on/off
14) Scene Settings for quick meeting/presentation starts with specific functions To
Be Determined
City of Southlake Ford Audio-Video Systems, LLC
DPS North Auditorium and Classroom Updates Submitted By: Eamon Coy, Account Manager
July 16, 2019 Page 6 of 19
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\Future Projects - 206395\DPS North - 206395\Proposal-Final\sckm-COYE-206395-CSTXGRA-
Auditorium and Classroom Upgrades.docx, 7/16/2019 5:02 PM) Page 6 of 19 PROPRIETARY INFORMATION. The information contained herein is for use by authorized
employees of the parties hereto and is not for general distribution within or outside their respective companies.
b. One (1) 3.5” wired touch panel shall be installed on the OFE lectern in the auditorium
and will have the following functions:
1) Projector on/off
2) Video mute
3) Audio Mute
4) Screen up/down
5) Input Control: PC, AUX Video, Laptop, Document Camera, Blu-Ray, Tuner
6) Blu-Ray Control: Title, Menu, Enter, REW, PLAY, FWD, PAUSE, STOP
7) Tuner Control: Menu, Enter, UP/DOWN, LEFT/RIGHT
8) Scene Settings for quick meeting/presentation starts with specific functions To
Be Determined.
7. OPTIONAL - AUDITORIUM CAMERA
a. One (1) HD, PTZ camera with auto-tracking shall be mounted in the auditorium.
8. THE CUSTOMER SHALL BE RESPONSIBLE FOR:
a. The Customer shall have a representative (one [1] person selected by the Customer)
available throughout the installation to make decisions on behalf of the Customer
concerning the installation. The purpose is to ensure that communication between the
Customer and Ford is accurate and responsive in the event of questions or problems that
may arise during installation.
b. The Customer shall clear the rooms involved in the installation of all activities during the
periods of installation. Ford will work with the Customer to schedule the installation.
Hours or days of work lost by the installation crew due to the inability to work as planned
will be charged to the Customer based on the extra labor and expenses required.
c. The Customer shall provide a facility that is prepared for the installation of electroni c
equipment. This includes a clean, dust-free and air-conditioned environment that is secure
and quiet. The Customer is responsible for providing a secure job site and for the cost of
loss or damage to audio, video, and lighting equipment delivered by Ford to the job site.
d. Electrical Power
In the event that electrical power is required to be installed or conduit systems are required
to support the audio/video systems, it is the responsibility of the Customer, at their expense,
to provide complete and adequate electrical power and conduit, unless otherwise noted.
e. Providing and preparing adequate space for the location of equipment, speakers, speaker
clusters, subwoofer cabinets, distributed under and over balcony speaker systems, stage
City of Southlake Ford Audio-Video Systems, LLC
DPS North Auditorium and Classroom Updates Submitted By: Eamon Coy, Account Manager
July 16, 2019 Page 7 of 19
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\Future Projects - 206395\DPS North - 206395\Proposal-Final\sckm-COYE-206395-CSTXGRA-
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employees of the parties hereto and is not for general distribution within or outside their respective companies.
monitor systems, equipment racks, control and mixing consoles, video monitors, video
projectors, projection screens, and equipment racks included in the system. In the event
floors are sloped or not level, the Customer is responsible for making the floor level under
consoles and equipment racks. In the event a projection screen is recessed in a finished
ceiling, the Customer is responsible for refinishing the ceiling.
f. Providing a clear area with adequate ventilation and air conditioning that maintains a room
temperature not exceeding 75 degrees Fahrenheit in all rooms that are occupied by
sound/audio/video/lighting equipment racks. Sound, audio, video, and lighting equipment
produces heat which must be dissipated by ventilation or air conditioning. Prolonged
operation at room temperatures above 75 degrees Fahrenheit will shorten the life of
electronic equipment leading to premature failure of components.
g. The Customer is responsible for the installation and registration of all software on OFE
computers. Ford will provide the Customer with the system requirements for Ford
provided software, but the Customer is responsible for installing it on the OFE PC's and/or
OFE network. All software-related customer support shall be directly provided by the
software manufacturer.
h. Scaffolding or lifts provided by the Customer for use by Ford must meet OSHA safety
standards and be satisfactory to meet the needs of the Ford installation personnel. In the
event the Customer furnished scaffolding or lifts are unacceptable, Ford will present a
change request detailing the additional cost and time extension required to complete the
project.
i. Ford is not licensed for and does not perform any electrical, carpentry, painting, masonry,
or carpet laying work.
9. FORD SHALL BE RESPONSIBLE FOR:
a. Providing line drawings for systems and equipment manuals electronically at no cost
b. Fabrication and installation of audio/video systems
c. Providing recommendations for electrical power and conduits, to be provided and installed
by the electrical contractor, for the audio/video/control systems
d. Installation of low voltage audio/video wiring for systems
e. Electronic testing of audio systems
f. Tuning of audio processors
g. Testing and alignment of video systems
h. Training
i. Warranty service
j. Providing as-built drawings with wire numbers and labels
City of Southlake Ford Audio-Video Systems, LLC
DPS North Auditorium and Classroom Updates Submitted By: Eamon Coy, Account Manager
July 16, 2019 Page 8 of 19
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employees of the parties hereto and is not for general distribution within or outside their respective companies.
10. PREVENTATIVE MAINTENANCE
a. Ford shall perform one (1) pre-scheduled service call, prior to the end of the warranty
period, for the purpose of conducting routine preventative maintenance (PM) to check the
general operation of equipment. This PM service call shall be scheduled in advance with
the Customer, between 8:00 am and 5:00 pm Monday through Friday, excluding holidays,
and does not include expendable materials used (e.g., light bulbs, lamps, light fixture
lamps, fuses, batteries, portable connection cables, etc.) or system programming. This
service is renewable up to three (3) years.
b. The Customer will provide a contact person that is authorized to answer questions and
obligate the Customer if additional services are requested. The contact will be personally
available to meet with the Ford technician and have knowledge of the equipment and
systems to be inspected. The contact person will provide access to all areas and equipment
rooms requiring inspection.
C. INSTALLATION SCHEDULE
1. Ford estimates that the actual on-site installation, test out and commissioning of this project will
take two (2) weeks. In addition to the installation, Ford shall prepare system drawings, purchase
the equipment, assemble the equipment in our shop, program control software as required and do
in-shop testing. This work will take approximately ten (10) to twelve (12) weeks prior to the
beginning of actual installation at your facility. The total time required to complete the project shall
be approximately fourteen (14) weeks from agreement execution. The completion of Ford's work
depends upon the facility being secure, dust-free, air-conditioned, and quiet.
2. For Ford to meet the above completion schedule, it is important that the Customer ensures the job
site is available for Ford personnel, and there are no interruptions in the availability of the job site
and the ability of Ford to do the work. Ford schedules its work force weeks in advance in order to
meet the installation completion dates of all of its customers. As a consequence, it is vital that the
Customer notify Ford's Project Manager in the event that the Customer changes the schedule or the
Customer's other contractors fall behind in completing their portion of the work.
D. EQUIPMENT LIST
TRAINING ROOMS - 1 & 2 (TIPS CONTRACT #171001)
=================================================================================
Quantity Description
=================================================================================
2.00 EXTR.60-1238-81 SWIT,SCAL,8,IN,2HDMI,1,DTP,HDT
2.00 EXTR.60-1271-13 RECE,HDMI TWISTED PAIR RX
2.00 EPSO.V11H901020 PROJ,6000L,WUXGA,LASER
2.00 OFE RACK
2.00 OFE CONTROL SYSTEM
2.00 OFE PROJECTOR MOUNT
200.00 WEST.254246F-BK WIRE, 4PR 23G SHLD CAT6 CMP
6.00 WEST.CN111S90H3 CATEGORY 6 SHLD. PLUG
6.00 WEST.CN-B0051 ACCE,CAT6 SHLDD BOOT,BLK,
City of Southlake Ford Audio-Video Systems, LLC
DPS North Auditorium and Classroom Updates Submitted By: Eamon Coy, Account Manager
July 16, 2019 Page 9 of 19
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\Future Projects - 206395\DPS North - 206395\Proposal-Final\sckm-COYE-206395-CSTXGRA-
Auditorium and Classroom Upgrades.docx, 7/16/2019 5:02 PM) Page 9 of 19 PROPRIETARY INFORMATION. The information contained herein is for use by authorized
employees of the parties hereto and is not for general distribution within or outside their respective companies.
2.00 MIDD.EB1FAVLOGO PANE,1 SP,W/FAV LOGO
=========
Sub Total 11,545.00
TRAINING ROOMS- NON-CONTRACT
=====================================================================================
Quantity Description
=====================================================================================
4.00 ASSORTED CABLES & CONNECTORS
2.00 RACK HARDWARE & ACCESSORIES
2.00 HARDWARE
1.00 PROJECTOR MOUNTING HARDWARE
=========
Sub Total 270.00
FIRING RANGE (TIPS CONTRACT #171001)
=====================================================================================
Quantity Description
=====================================================================================
1.00 EXTR.60-1238-81 SWIT,SCAL,8,IN,2HDMI,1,DTP,HDT
2.00 EXTR.60-1271-13 RECE,HDMI TWISTED PAIR RX
1.00 EXTR.60-1271-12 TRAN,HDMI TWISTED PAIR TX
1.00 MIDD.UFA-8-F1 1SP SLF,8" D W/ 1U FA,BPC
1.00 MIDD.EB1FAVLOGO PANE,1 SP,W/FAV LOGO
1.00 EXTR.60-1421-12 VIDE,DTP T HWP 4K 231D BLACK
1.00 OFE RACK
1.00 OFE CONTROL SYSTEM
1.00 OFE DISPLAY
2.00 C2G.29675 3' HDMI CABLE W/GRIPPIN CONNEC
=========
Sub Total 3,324.00
FIRING RANGE- NON-CONTRACT
=====================================================================================
Quantity Description
=====================================================================================
1.00 CRIMPS, TIES, & MANAGEMENT
4.00 ASSORTED CABLES & CONNECTORS
4.00 RACK HARDWARE & ACCESSORIES
1.00 HARDWARE
1.00 RCI.CUSTOM1 ETHERCON WALL PLATE
150.00 WEST.254246F-BK WIRE, 4PR 23G SHLD CAT6 CMP
6.00 WEST.CN111S90H3 CATEGORY 6 SHLD. PLUG
6.00 WEST.CN-B0051 ACCE,CAT6 SHLDD BOOT,BLK,
=========
Sub Total 429.00
AUDITORIUM (TIPS CONTRACT #171001)
=====================================================================================
Quantity Description
=====================================================================================
1.00 EXTR.60-1238-81 SWIT,SCAL,8,IN,2HDMI,1,DTP,HDT
2.00 EXTR.60-1271-13 RECE,HDMI TWISTED PAIR RX
City of Southlake Ford Audio-Video Systems, LLC
DPS North Auditorium and Classroom Updates Submitted By: Eamon Coy, Account Manager
July 16, 2019 Page 10 of 19
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\Future Projects - 206395\DPS North - 206395\Proposal-Final\sckm-COYE-206395-CSTXGRA-
Auditorium and Classroom Upgrades.docx, 7/16/2019 5:02 PM) Page 10 of 19 PROPRIETARY INFORMATION. The information contained herein is for use by authorized
employees of the parties hereto and is not for general distribution within or outside their respective companies.
5.00 EXTR.60-1331-13 VIDE,HDMI TWSTD PAIR EXT.RX
1.00 EXTR.60-1483-01 SWIT,SW2 HD 4K,2 INPUT,HDMI
1.00 EXTR.60-1438-51 AMP.DA DTP & HDBASET 8 CHAN DA
2.00 EXTR.60-1251-10 RACK,1U BASIC HALF RACK SHELF
1.00 CISC.SG35010MPK DATA,10-PORT GIGABIT POE MANAG
1.00 BIAM.TESFORDANA DSP,TESIRA FORTE DAN AI
1.00 SHUR.ULXD4Q MIC,DIGITAL WLS QUAD RECEIVER
4.00 SHUR.ULXD1 DIGI BODYPACK TRANSMITER MIN4
4.00 SHUR.ULXD2/SM58 HANDHELD TRANSMITTER W/SM58
4.00 SHUR.MX183 MIC,OMNIDIRECTIONAL LAVALIER
1.00 SHUR.SBRC-US BATT. BATTERY RACK CHARGER
4.00 SHUR.SBC-AX BATT,AXIENT CHARGING MODULE
6.00 SHUR.SB900A BATT,LITHIUM ION,RECHARGABLE
4.00 SAMS.BE82N DISP, 82",UHD, 16/7,300,NIT
1.00 EPSO.V11H910020 PROJ,WUXGA 3LCD LASER 4KW/LENS
1.00 CHIE.VCMU MOUN,HD PROJECTOR MOUNT, UNIV
1.00 CHIE.CMA450 ACCE,SUSPENDED CEILING PLATE
1.00 CHIE.CMS018024 MOUN,ADJ. PIPE 18" TO 24"
4.00 OFE DISPLAY MOUNT
1.00 EXTR.60-1531-52 RECE.DTP R HWP 4K331D BLACK
1.00 EXTR.60-1480-01 4K HDMI DISTRIBUTION AMP
1.00 CISC.SG35028MPK SWIT,,28,PORT,GIGABIT,POE
1.00 SHUR.CRT1 ACCE, 1U COMPONENT TRAY
1.00 SHUR.ANIUSBMATR DSP,USB DANTE INTERFACE
1.00 SHUR.ANI4OUTBLO DSP,4 OUT BLOCK CONNECTOR DANT
1.00 SHUR.ANI4INBLOC DSP,4-INPUT,BLOCK,CONNECTR,DAN
2.00 SHUR.UA864US WALL/CEIL MNT ANT,470-698MHZ
1.00 MARS.QVW17083G DISP.MON,QUAD VIEW 17" 6RU,SDI
1.00 MARS.MD-HDIX2-B AV,2-CH HDMI INPUT MODULE
30.00 ATLA.FAP63T SPEA,6.5",2WAY,CEILNG,32W,70V
1.00 ATLA.244-30 RACK,WELDED,RACK,30"DEEP,44RU
1.00 ATLA.MPFD44 RACK,1",DEEP,MICRO,DOOR,44U
1.00 ATLA.RR44 RACK,44RU RAIL PR 200,500,700R
1.00 ATLA.EFP3-2 ACCE,FAN,5.25H REC W/2 115CFM
1.00 ATLA.CFT125 FAN,THERMOSTAT
10.00 ATLA.LR4 4" OFFSET LACING BAR-SET OF 10
12.00 ATLA.CB1 PANE, 1 RU, BLANK, BLACK
4.00 ATLA.CB2 RACK,PNL REC 2R/U CRS FLT BLK
2.00 ATLA.SD2-14 STORAGE DRAWER,2RU,14"
2.00 MIDD.EB1FAVLOGO PANE,1 SP,W/FAV LOGO
2.00 MIDD.BR1 PANE,1 SP 1 3/4" BRUSH GR PANE
1.00 MIDD.U2V RACK,2 SPACE VENTED RACKSHELF
1.00 MIDD.UPSS1000R UPS BACKUP POWER,1000VA,120V
1.00 MIDD.PDS-1615R POWE,16OUT 15A 3STP SEQ MLTIMN
10.00 C2G.29675 3' HDMI CABLE W/GRIPPIN CONNEC
2.00 C2G.29677 CABL 6' HDMI W/GRIPPING CONN
1.00 C2G.29678 10'HDMI W/GRIPPING CONNECTORS
1,500.00 WEST.254246F-BK WIRE, 4PR 23G SHLD CAT6 CMP
30.00 WEST.CN111S90H3 CATEGORY 6 SHLD. PLUG
30.00 WEST.CN-B0051 ACCE,CAT6 SHLDD BOOT,BLK,
250.00 BELD.89913 WIRE,RG8/U,50OHM,PLENUM
150.00 BELD.9451 WIRE,1PR,#22,SHIELD,PVC
250.00 BELD.1695A WIRE,RG6/U,#18,75OHM,PLEN,CATV
City of Southlake Ford Audio-Video Systems, LLC
DPS North Auditorium and Classroom Updates Submitted By: Eamon Coy, Account Manager
July 16, 2019 Page 11 of 19
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\Future Projects - 206395\DPS North - 206395\Proposal-Final\sckm-COYE-206395-CSTXGRA-
Auditorium and Classroom Upgrades.docx, 7/16/2019 5:02 PM) Page 11 of 19 PROPRIETARY INFORMATION. The information contained herein is for use by authorized
employees of the parties hereto and is not for general distribution within or outside their respective companies.
50.00 BELD.1694A WIRE,RG6/U,#18,75OHM,SHIELD,PV
1,500.00 WEST.25225B WIRE,2C,16G,PLENUM,GRAY
1.00 EXTR.60-546-02 DISP.TOU,TLP700MV TOUCHLINK WA
4.00 CHIE.FHBU ACCE,UNIVERSAL HARDWARE KIT
4.00 CHIE.TS525TU MOUN,THIN SWING ARM (LARGE)
1.00 EXTR.60-1417-01 VIDE,PROCESSOR
EXTRON IPCP PRO 350
1.00 EXTR.60-1415-01 IPL PRO IRS8, 8 IR/SERIAL PORT
1.00 EXTR.60-1451-02 PANE,TOUCH PANEL,3.5", WALL MT
1.00 EXTR.60-1563-02 DISP,TOU 7"CAPACITIVE WALL MOU
1.00 EXTR.70-1137-02 RM,5RACK,MOUNT,KIT
1.00 CROW.DCI8|300DA 8X300 W W/ DANTE
=========
Sub Total 82,867.00
AUDITORIUM - OFE EQUIPMENT
=====================================================================================
Quantity Description
=====================================================================================
2.00 OFE RACK @ PODIUM
1.00 OFE PODIUM
1.00 OFE 3.5" TOUCH PANEL
2.00 OFE CONTROL PROCESSOR
1.00 OFE TUNER
1.00 OFE BLU-RAY PLAYER
1.00 OFE SHURE ULXD4
=========
Sub Total .00
AUDITORIUM - NON-CONTRACT
=====================================================================================
Quantity Description
=====================================================================================
1.00 RCI.CUSTOM2 SDI WALL PLATE
1.00 ATTE.UNDX2IO+-B PANE,2X2 XLR,DANTE,BIAMP CTRL
1.00 DECI.MD-HX CROSS-CONVERTER/SCALER/RATE CO
1.00 MATR.MONARCHLCS LECTURE CAPTURE APPLICANCE
8.00 KING.2065-10-9 CONN,BNC FOR BELD 1695A/1694A
4.00 CONN.112563 CONN,BNC,RG8 FOR BELD.89913
4.00 CRIMPS,TIES, & MANAGEMENT
40.00 ASSORTED CABLES & CONNECTORS
54.00 RACK HARDWARE & ACCESSORIES
1.00 PROJECTOR MOUNTING HARDWARE
30.00 SPEAKER HARDWARE & SAFETIES
1.00 HARDWARE
=========
Sub Total 6,366.00
City of Southlake Ford Audio-Video Systems, LLC
DPS North Auditorium and Classroom Updates Submitted By: Eamon Coy, Account Manager
July 16, 2019 Page 12 of 19
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\Future Projects - 206395\DPS North - 206395\Proposal-Final\sckm-COYE-206395-CSTXGRA-
Auditorium and Classroom Upgrades.docx, 7/16/2019 5:02 PM) Page 12 of 19 PROPRIETARY INFORMATION. The information contained herein is for use by authorized
employees of the parties hereto and is not for general distribution within or outside their respective companies.
INTERGRATION SERVICES (TIPS CONTRACT #171001)
=====================================================================================
Quantity Description
=====================================================================================
DESIGN, ENGINEERING, FABRICATION, PROJECT MANAGEMENT
INSTALLATION, COMMISSIONING, TRAINING AND WARRANTY
=========
Sub Total 54,016.66
=========
Merchandise: 104,801.00
Integration: 54,016.66
Other: .00
Freight: .00
Sales Tax: .00
=========
Total Amount: 158,817.66
OPTIONAL - AUDITORIUM CAMERA
AUDITORIUM (TIPS CONTRACT #171001)
=====================================================================================
Quantity Description
=====================================================================================
250.00 BELD.1695A WIRE,RG6/U,#18,75OHM,PLEN,CATV
6.00 KING.2065-10-9 CONN,BNC FOR BELD 1695A/1694A
1.00 CHIE.CMA440 MOUN,SUSP,CEILING PLATE,8"X2"
250.00 WEST.254246F-BK WIRE, 4PR 23G SHLD CAT6 CMP
4.00 WEST.CN111S90H3 CATEGORY 6 SHLD. PLUG
4.00 WEST.CN-B0051 ACCE,CAT6 SHLDD BOOT,BLK,
=========
Sub Total 773.40
AUDITORIUM - NON-CONTRACT
=====================================================================================
Quantity Description
=====================================================================================
1.00 1BEY.1BCAA3-I20 CAME,AUTOTRACKER 3
1.00 1BEY.1BCAAC-MCJ MOUN,CEILING,J-SHAPE,2-4",ADJ
1.00 CAMERA MOUNTING HARDWARE
=========
Sub Total 6,608.00
City of Southlake Ford Audio-Video Systems, LLC
DPS North Auditorium and Classroom Updates Submitted By: Eamon Coy, Account Manager
July 16, 2019 Page 13 of 19
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\Future Projects - 206395\DPS North - 206395\Proposal-Final\sckm-COYE-206395-CSTXGRA-
Auditorium and Classroom Upgrades.docx, 7/16/2019 5:02 PM) Page 13 of 19 PROPRIETARY INFORMATION. The information contained herein is for use by authorized
employees of the parties hereto and is not for general distribution within or outside their respective companies.
INTERGRATION SERVICES (TIPS CONTRACT #171001)
=====================================================================================
Quantity Description
=====================================================================================
DESIGN, ENGINEERING, FABRICATION, PROJECT MANAGEMENT
INSTALLATION, COMMISSIONING, TRAINING AND WARRANTY
=========
Sub Total 8,428.23
=========
Merchandise: 7,381.40
Integration: 8,428.23
Other: .00
Freight: .00
Sales Tax: .00
=========
Total Amount: 15,809.63
E. COST SUMMARY AND TERMS
PROPOSED TOTAL: $158,817.66
OPTIONAL AUDITORIUM UPGRADE: $15,809.63
PREVENTATIVE MAINTENANCE: $1,250.00
*TAXES: No taxes have been included in the project 'Total Amount,' unless specifically showing on
the 'Sales Tax' line. All taxes are the responsibility of the Customer. If a tax is charged to
Ford, the Customer will be responsible for reimbursing Ford for the cost.
TERMS: 100% upon completion with authorized purchase order.
Invoices are due Net 30.
CC: Unless otherwise prohibited by law, a 3% bank interchange fee will be charged for using a
credit card for payment.
PRICE: The price stated above for this project is based upon the complete system being purchased
and installed at one time. In the event the Customer selects to purchase less than the total
project, delays purchase of any portion of the system, requires that the system be installed
in phases, or delays the installation, Ford reserves the right to charge for additional labor,
travel, and overhead. The price is valid for thirty (30) days from the date of this proposal.
COMMENCEMENT OF WORK:
Ford must receive the signed contract, down payment, and/or a purchase order accepting
the terms and conditions of this proposal, prior to the contract being initiated by Ford.
Without the acceptance of Ford, no work on the contract will be under taken, including
City of Southlake Ford Audio-Video Systems, LLC
DPS North Auditorium and Classroom Updates Submitted By: Eamon Coy, Account Manager
July 16, 2019 Page 14 of 19
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employees of the parties hereto and is not for general distribution within or outside their respective companies.
engineering the system, purchasing the equipment and scheduling the work crews for
installation. In the event the Customer fails to pay Ford within the terms above, Ford
reserves the right to stop work on the project until all payments are received by Ford in
accordance with the terms.
CREDIT: This proposal shall not be deemed as accepted by Ford until the executed contract is
returned to Ford's Credit Center for final review and acceptance.
CHANGES: Any Customer Change Orders (CCO) must be approved in writing by the Customer prior
to execution by Ford and are subject to the credit terms of this agreement.
NON-HIRE: The Customer and Ford mutually agree, because of the high cost of training an employee,
that neither party shall solicit the employment of any employee of the other party, and shall
not employ any employee or any person who was an employee of the other party at any
time during the relationship between the parties or for a period of one (1) year following
the termination of any relationship between the parties. In the event of a breach of this
section, the breaching party agrees to pay the other party an amount equal to the hired
employee's annual wages as an agreed upon cost to replace the employee.
F. GUARANTEES AND LIMITATIONS OF WARRANTIES
1. FORD GUARANTEES THE FOLLOWING:
a. Equipment will be new, unless noted otherwise.
b. All workmanship provided by Ford will be free of defects and will be repaired, free of
charge, for a period of one (1) year from the date of substantial completion or the first date
of beneficial use of the system, whichever date occurs first. Substantial completion shall
be defined as the point where the work, or designated portion thereof, is sufficiently
complete so that the system can be used for its intended purpose.
c. All equipment and materials provided by Ford that were manufactured by other companies
will be warranted under the standard warranty terms of the original manufacturer.
d. The warranty does not include nor cover expendable materials used with the system
installation (e.g., light bulbs, lamps, light fixture lamps, fuses, batteries, portable
connection cables, etc.).
e. Ford is not responsible for the reliability of systems that communicate using wireless
technology. The performance of equipment utilizing wireless communications is
inherently unreliable and will experience "drop outs", distortion and loss of connectivity
from time to time. Interference from other forms of radio frequency transmissions, such as
radio and television broadcasts, cell phones, and computer wireless networks, is probable
and should be expected.
f. Ford is not responsible for the performance, testing, or configuration of owner -furnished
data networks that are used to transmit audio, video, and lighting program data and control
signal data. IP-based videoconferencing systems rely upon data networks that can provide
consistent bandwidth for the transmission. Videoconferencing that is transmitted over the
Internet is subject to the intermittent and unreliable nature of the public network. In the
City of Southlake Ford Audio-Video Systems, LLC
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employees of the parties hereto and is not for general distribution within or outside their respective companies.
event that the Customer's network is found to be the cause of defects in the quality of the
audio/video signals, is unreliable, or has insufficient bandwidth to support the A/V/L
system and Ford's network engineers are required to troubleshoot or configure the
Customer's network, the cost of this service will be invoiced to the Customer.
g. The term "Software" as used in this document includes all editable source files, un-editable
compiled files, graphical user interface files and functionality, audio digital signal
processor (DSP) files, in whole and in part, produced under the terms of this agreement.
Unless otherwise expressly agreed in writing, all Software created by Ford remains the
property of Ford, and the Customer is hereby provided a license to use the Software for
this project only. The Software may not be used on any other project, nor used for any
purposes outside of this project, nor shared nor disclosed to anyone who is not an employee
of the Customer's company.
h. Any adjustments made by the Customer or the Customer's agent(s), other than routine
operational adjustments, shall not be covered under this warranty statement. Re-calibration
of settings shall be considered by Ford to be billable time to the Customer at Ford's standard
engineering rates.
i. Procedures such as routine preventative maintenance functions (e.g., keeping filters clean,
keeping system environment free from foreign materials, etc.) are the responsibility of the
Customer and is not included within this warranty agreement. Failure on the part of the
Customer to perform these routine maintenance functions shall void this warranty.
j. If warranty work is necessary within the warranty period, Ford will, at its option, repair the
defective equipment or return it to the manufacturer for repair.
k. Repairs, modifications, or other work performed by personnel not authorized by Ford
during the period of warranty on any equipment of the system may invalidate the warranty.
l. Ford will not be responsible for damages or cost of repairs due to modifications,
adjustments, or additions to the system performed by personnel not authorized by Ford
prior to acceptance of the system by the Customer.
m. Ford may withhold warranty service in the event that the Customer has an unpaid balance
due to be paid to Ford.
2. OWNER-FURNISHED EQUIPMENT (OFE):
a. Ford's intent is to provide a complete system including all equipment. In some cases, the
Customer may own equipment which they desire to be included with the installation. Ford
identifies this as OFE.
b. The use of OFE is solely for the convenience of the Customer and is not included in the
warranty or guarantee provided.
c. Ford shall take reasonable care in handling OFE and install it according to standard
industry practices; however, Ford takes no responsibility for the operation, performance,
appearance, or effects of OFE before, during, or after its integration into the system. Ford
City of Southlake Ford Audio-Video Systems, LLC
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employees of the parties hereto and is not for general distribution within or outside their respective companies.
reserves the right to accept or reject OFE based on the equipment's service record, or lack
thereof, poor condition, or out of date software/firmware. Ford will not accept OFE that is
purchased by the Customer to replace equipment that is specified in this proposal.
d. In the event that OFE does not function properly, Ford shall notify the Customer to
determine if the OFE is to be a) repaired, b) an alternate unit provided by the Customer, c)
the unit is not to be used, or d) Ford is to provide a new unit. Ford shall provide a cost to
the Customer for the work to be done. The Customer will authorize any additional costs to
the job.
e. The existing equipment, removed as a courtesy by Ford, that is not being reused, shall be
handed over to the Customer. Ford is not responsible for the existing equipment or its
condition when received by the Customer.
G. TRAINING AND DOCUMENTATION
1. TRAINING INCLUDED:
a. Ford will host a training session near the completion of installation. All system users and
interested persons should attend this training so that all questions can be answered during
this training.
b. During the training, if requested, Ford personnel will attend the initial first use of the
system and assist the Customer's operators and users in the operation of the Ford-installed
system.
c. Ford shall provide a training agenda for scheduled training.
d. Ford shall provide a quick start guide (QSG) for each room type. The QSG is a generic,
brief description, of how to operate the system. One (1) copy of a laminated document,
for each room type, shall be provided to the Customer.
2. ADVANCED TRAINING - OPTIONAL:
Ford is committed to providing the highest quality and most modern training experience possible
to its Customers. In addition to the training included with this project, for an additional fee, Ford
offers multiple, customizable options to fit the needs of any Customer. The possible programs
include:
a. Ford shall supply a training video consisting of a visual tutorial or tutorials, if multiple
room type videos are purchased, that will explain how to operate specific AV systems.
This training tutorial, narrated by a Ford trainer, is a self -paced, always-available, online
video, viewable on any mobile device which give the learner a step-by-step process on how
to use the technology.
b. In consultation with the Customer, Ford will develop and execute a custom curriculum and
curriculum schedule.
c. Ford will provide in-person presentation(s), as needed, including presentation materials
such as PowerPoint or Prezi presentation.
City of Southlake Ford Audio-Video Systems, LLC
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employees of the parties hereto and is not for general distribution within or outside their respective companies.
d. Ford will develop a custom Orientation & Operations Handbook, which shall include
detailed, user-friendly information on solutions, functionality, troubleshooting, curriculum,
and other useful reference materials.
e. The Ford Training Center also highly recommends follow-up training sessions six months
to a year following the initial session(s) to ensure that all concepts are anchored and being
employed by each user as well as providing opportunities for new employees to receive the
same level and style of training existing employees received. The Ford Training Center
will work with customers to develop a long-term training strategy and/or ongoing training
curriculum.
f. Additional materials include documents in electronic format, additional hard and/or
laminated copies of Quick-Start Guides and Orientation & Operations Handbooks, as well
as CDs or DVDs of these curriculum materials.
g. All training curriculum and components will be developed and executed by a Ford Master
Trainer.
h. The components of the optional training are to be determined by the Customer, Account
Manager, and Ford Master Trainer to best meet the needs of the Customer. The cost of the
additional materials and training is based on the desired program.
i. Please contact Ford to receive a customized price quote on the Advanced Training Program
option.
H. BUILDING CONSTRUCTION AND SYSTEM INSTALLATION
1. VISUAL INSPECTION:
a. This proposal is based upon a visual inspection of the site conditions. It is agreed that some
buildings may have inherent design and/or construction that is not visibly recognizable and
is outside of normal standard and customary building procedures. If the walls, floors or
ceiling are found to be constructed in a manner that wire cannot be pulled or equipment
cannot be mounted or otherwise installed without labor or materials in excess of those
anticipated by both parties and proposed herein, the Customer agrees to be responsible for
any adjustments in the labor and materials required to perform the installation.
2. EXISTING CONDITIONS:
a. Acoustics and Noise
In facilities where Ford is providing a sound or audio system, the Customer is responsible
for providing an environment free of ambient noise and excessive reverberation and
echoes.
1) Typically, ambient noise is created by HVAC systems (Heating, Ventilation, and
Air Conditioning), plumbing or other mechanical systems in the building. In
general, Ford recommends that the ambient noise sound pressure level not exceed
NC35 (Noise Criteria) or 35 dB A scale.
City of Southlake Ford Audio-Video Systems, LLC
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employees of the parties hereto and is not for general distribution within or outside their respective companies.
2) Long reverberation times and echoes are normally the result of hard wall, floor,
and ceiling surfaces found in some rooms. Typically, Ford recommends that the
reverb time does not exceed 1.5 seconds where the primary use is the
communication of speech. The production of other types of music may require
longer reverberation times. In the event that echoes exist, absorptive or diffusive
wall and ceiling panels may be required to eliminate or minimize the detrimental
effects of the echoes.
3) Ford is not responsible for any costs related to reducing the ambient noise or
modifying the acoustics of the Customer's facilities.
I. ACCEPTANCE
1. The Customer's personnel will be notified by Ford upon completion of the installation.
2. Demonstration of system performance will be during the training session.
3. Participants at the performance demonstration shall include personnel representing Ford and
personnel representing City of Southlake who are authorized to accept the system as complete and
make final payment.
This proposal shall not be deemed as accepted by Ford until the executed contract is returned to Ford's Credit Center
for final review and acceptance. If a purchase order is required by the Customer, it must be transmitted with the
signed install agreement for review and acceptance.
This proposal contains confidential pricing, design, engineering, and installation information that is proprietary to
Ford. It is provided for your private use, and is not to be disclosed, in part or in whole, without the express, written
authorization of Ford.
We appreciate the opportunity to work with you on this project. If you have any questions or need additional
information, please contact me at 972-241-9966.
Sincerely,
FORD AUDIO-VIDEO SYSTEMS, LLC
Eamon McAdoo Coy
Account Manager
Voice: 972-241-9966
E-mail: coye@fordav.com
Website: www.fordav.com
Eamon McA. Coy
City of Southlake Ford Audio-Video Systems, LLC
DPS North Auditorium and Classroom Updates Submitted By: Eamon Coy, Account Manager
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employees of the parties hereto and is not for general distribution within or outside their respective companies.
SYSTEM INSTALLATION AGREEMENT
Between
CITY OF SOUTHLAKE
and
FORD AUDIO-VIDEO SYSTEMS, LLC
This is to signify that City of Southlake and Ford Audio-Video Systems, LLC have entered into a contract, in the
amount of $158,817.66, for the purchase and installation of equipment and services described in the attached
proposal.
OPTIONAL AUDITORIUM CAMERA: $15,809.63 ___________________________
Customer Accepts
PREVENTATIVE MAINTENANCE: $1,250.00 ___________________________
Customer Accepts
City of Southlake and Ford Audio-Video Systems, LLC, by and through their respective signatories to the
Agreement, each represent to the other that they are authorized to enter into this Agreement.
We do both agree to abide by the terms and conditions of this Agreement.
FORD AUDIO-VIDEO SYSTEMS, LLC CITY OF SOUTHLAKE
_________________________________ _________________________________
Eamon McAdoo Coy Authorized Signature
Account Manager
_________________________________ _________________________________
Mathew Scott Hall Printed Name and Title
Division Manager
_________________________________ _________________________________
Date Date
4901 Statesman Drive, Irving, TX 75063 972-241-9966 www.fordav.com
July 19, 2019
Ms. Kodi Wilder
City of Southlake
1400 Main Street
Suite 440
Southlake, TX 76092
RE: Southlake Courtroom Proposal
Kodi Wilder:
Ford Audio-Video Systems, LLC (Ford) respectfully submits for your consideration the attached proposal, which covers
the details of the system requirements in the following outline:
A. Introduction
B. Description of Work and Responsibilities
C. Installation Schedule
D. Equipment List
E. Cost Summary and Terms
F. Guarantees and Limitations of Warranty
G. Training and Documentation
H. Building Construction and Installation
I. Acceptance
The proposed systems are based upon our understanding of your requirements as communicated to us during our meetings
and conversations. If there are any changes that need to be made, please let us know. We invite you to compare our
systems with any other: in quality, price, and professionalism of installation, we are second to none.
This proposal contains confidential pricing, design, and installation information that is proprietary to Ford and utilizes
Ford Audio-Video Systems, LLC’s TIPS Contract #171001. It is provided for your private use, and is not to be disclosed,
in part or in whole, without the express, written authorization of Ford. Please let us know if any questions arise. We
look forward to serving you.
Sincerely,
FORD AUDIO-VIDEO SYSTEMS, LLC FORD AUDIO-VIDEO SYSTEMS, LLC
Eamon McAdoo Coy Mathew Scott Hall
Account Manager Division Manager
Voice: 972-241-9966
Email: coye@fordav.com
Website: www.fordav.com
Eamon McA. Coy
City of Southlake Ford Audio-Video Systems, LLC
Southlake Courtroom Proposal Submitted By: Eamon McAdoo Coy, Account Manager
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Proposal
For
City of Southlake, Southlake, TX
A. INTRODUCTION
This proposal provides a description of the technology incorporated into the systems, lists the major
equipment and components, and states the terms, conditions, and responsibilities. Individual components
and quantities may be changed, deleted, added, or designated as optional to be added to the system at a
future date.
B. DESCRIPTION OF WORK
Ford shall supply and install the following systems for City of Southlake of Southlake, Texas (Customer)
in their remodel project:
1. EQUIPMENT RACKS
a. The existing owner furnished equipment (OFE) rack shall be removed and handed over to
the Customer.
b. Two (2) OFE wireless microphone receivers shall be removed from the OFE equipment
rack and incorporated into the new system.
c. All other OFE rack equipment shall be handed over to the Customer.
d. One (1) 40-space equipment rack shall be provided and installed in “Storage 3023” closet
to house equipment.
e. One (1) uninterruptable power supply (UPS) shall be provided and installed in the rack to
provide stable electrical power to critical equipment that use digital
processors.
f. One (1) blower panel shall be provided and installed in the rack to increase airflow through
the equipment.
g. Three (3) 285 CFM fans shall be provided and installed in the top of the equipment rack
to increase exhaust flow out of the rack.
2. AUDIO SYSTEM
a. One (1) digital signal processor (DSP) with twelve (12) input channels and eight (8) output
channels shall be provided and installed in the rack to provide audio signal processing and
routing.
City of Southlake Ford Audio-Video Systems, LLC
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b. Two (2) OFE wireless microphone receivers shall be installed in the rack and routed to the
DSP.
c. Three (3) OFE gooseneck microphones on the dais shall be routed to the DSP for audio
inputs.
d. Nine (9) 6.5”, 32w speakers shall be provided and installed in the ceiling to provide audio
reinforcement for room occupants.
e. Five (5) miniature, self-powered speakers shall be provided and installed to provide audio
reinforcement for the jury, witness, judge and clerk.
f. One (1) 2-channel, 400w amplifier shall be provided and installed in the equipment rack to
power the ceiling speakers.
g. One (1) 48v power supply shall be provided and installed in the equipment rack to power
the jury, witness, judge and clerk speakers.
h. One (1) assistive listening system shall be provided and installed in the rack and used to
provide audio to those who cannot adequately hear the speakers.
i. One (1) network capable digital audio recorder shall be provided and installed in the
equipment rack and used to record audio during court sessions.
j. One (1) OFE recording system shall remain in place at the clerk’s desk and continue to
function.
3. VIDEO SYSTEM
a. One (1) audio/video over IP (AVoIP) signal distribution system shall be provided
and installed in the equipment rack to route audio and video signal to the appropriate
displays.
b. The OFE projector and ceiling mount shall be removed and handed over to the Customer.
c. One (1) 6000-lumen, WUXGA laser projector shall be provided mounted and installed in
the same location as the OFE.
1) One (1) above-ceiling equipment enclosure shall be provided and installed above
the projector.
2) One (1) AVoIP 4K digital signal receiver shall be provided and installed in the
equipment enclosure above the projector to receive and scale the image.
d. Two (2) OFE flat-screen displays and mounts shall be removed from the side walls of the
courtroom and handed over to the Customer.
e. Two (2) 55”, 4K LED displays shall be mounted and installed to replace OFE flat-screens.
City of Southlake Ford Audio-Video Systems, LLC
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1) Behind each display: One (1) 4K digital signal receiver shall be provided and
mounted on the display to receive and scale the image.
f. One (1) 49” UHD display shall be provided and installed in the “Jury Room”.
1) One (1) 4K digital signal receiver shall be provided and mounted behind the
display.
2) One (1) HDMI wall plate shall be provided and installed below the display in the
Jury Room to provide an auxiliary video input to the Jury
Room display.
g. One (1) HDMI digital media input shall be provided and installed on the bailiff desk and
connected to the equipment rack and act as an input to the AVoIP media system.
h. One (1) HDMI digital media input shall be provided and installed under the “defense table”
and connected to the equipment rack and act as an input to the AVoIP media
system.
i. One (1) HDMI digital media input shall be provided and installed under the “prosecution
table” and connected to the equipment rack and act as an input to the AVoIP media system.
j. One (1) HDMI digital media input shall be provided and installed under the “witness” desk
and connected to the equipment rack and act as an input to the AVoIP media system.
k. One (1) HDMI digital media input shall be provided and installed under the judge’s desk
and connected to the equipment rack and act as an input to the AVoIP media system.
l. Two (2) HDMI digital media inputs shall be provided and installed under the clerk’s desk
and connected to the equipment rack and act as inputs to the AVoIP media system.
m. One (1) HDMI, VGA, stereo audio digital signal input shall be provided and installed on
the OFE document camera cart.
1) One (1) OFE floor box in front of the judge shall be connected to the equipment
rack and act as an entry point for media signal from the document camera cart.
n. One (1) Blu-ray player shall be provided and installed in the equipment rack and be
connected to the AVoIP media system.
o. One (1) digital TV tuner shall be provided and installed in the equipment rack to be
connected to the AVoIP media system.
4. CONTROL SYSTEM
a. One (1) virtual switching appliance shall be provided and installed in the rack and
configured facilitate control and management of all endpoints (inputs/outputs).
b. One (1) 48 port network switch shall be provided and installed in the rack to be the interface
for the AVoIP media system.
City of Southlake Ford Audio-Video Systems, LLC
Southlake Courtroom Proposal Submitted By: Eamon McAdoo Coy, Account Manager
July 19, 2019 Page 5 of 20
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c. Control System shall be programmed to control OFE lighting system.
d. Control System shall be programmed to control OFE window curtains.
e. Control System shall be programmed to control OFE projection screen up/down.
f. One (1) 10” touch panel shall be installed in the equipment rack and be the master control
surface for the whole system with functions inclusive of:
1) Power - on/off
2) Screen - up/down
3) Audio - mute/unmute
4) Video - mute/unmute
5) Video source selection
6) Witness camera control
7) Record - start/stop
8) Volume - up/down
9) Audio channel level - up/down
10) Audio source selection
11) Flat screen display signal routing
12) Flat screen display power on/off
13) Window Curtain Control
14) Lighting Control
15) Scene Settings for quick room configuration starts with specific functions to be
determined.
g. One (1) 7” touch panel with table top kit shall be located at the clerk’s desk and have
general control of the system inclusive of:
1) Power -on/off
2) Screen - up/down
3) Audio - mute/unmute
4) Video - mute/unmute
City of Southlake Ford Audio-Video Systems, LLC
Southlake Courtroom Proposal Submitted By: Eamon McAdoo Coy, Account Manager
July 19, 2019 Page 6 of 20
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5) Video source selection
6) Record - start/stop
7) Volume - up/down
8) Audio channel level - up/down
9) Audio source selection
10) Flat screen display signal routing
11) Flat screen display power - on/off
12) Window Curtain Control
13) Lighting Control
14) Scene Settings for quick room configuration starts with specific functions to be
determined.
h. One (1) 15” HD tilting touch panel shall be located at the judge’s desk a nd have general
control over the system inclusive of:
1) Power - on/off
2) Screen - up/down
3) Audio - mute/unmute
4) Video - mute/unmute
5) Video source selection
6) Witness camera control
7) Record - start/stop
8) Volume - up/down
9) Audio channel level - up/down
10) Audio source selection
11) Flat screen display signal routing
12) Flat screen display power - on/off
13) Window Curtain Control
City of Southlake Ford Audio-Video Systems, LLC
Southlake Courtroom Proposal Submitted By: Eamon McAdoo Coy, Account Manager
July 19, 2019 Page 7 of 20
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14) Lighting Control
15) Scene Settings for quick room configuration starts with specific functions to be
determined
16) This panel shall be programmed to view the video feed from the OFE camera
i. One (1) 7” touch panel with table top kit shall be located on the credenza in the Jury Room
and shall control the jury room display functions inclusive of:
1) Display - on/off
2) Display source selection
5. LOBBY SIGNAGE
a. One (1) 49” UHD display shall be mounted on the Main Level in “Lobby 2118” outside
the door going into the “EOC 2126” room. Exact placement to be
determined by the Customer and project manager.
b. Ford shall connect this display to the OFE desktop PC located in “EOC Equip 2121” room
on the main level.
6. THE CUSTOMER SHALL BE RESPONSIBLE FOR:
a. The Customer shall have a representative (one [1] person selected by the Customer)
available throughout the installation to make decisions on behalf of the Customer
concerning the installation. The purpose is to ensure that communication between the
Customer and Ford is accurate and responsive in the event of questions or problems that
may arise during installation.
b. The Customer shall clear the rooms involved in the installation of all activities during the
periods of installation. Ford will work with the Customer to schedule the installation.
Hours or days of work lost by the installation crew due to the inability to work as planned
will be charged to the Customer based on the extra labor and expenses required.
c. The Customer shall provide a facility that is prepared for the installation of electronic
equipment. This includes a clean, dust-free and air-conditioned environment that is secure
and quiet. The Customer is responsible for providing a secure job site and for the cost of
loss or damage to audio, video, and lighting equipment delivered by Ford to the job site.
d. Electrical Power
In the event that electrical power is required to be installed or conduit systems are required
to support the audio/video systems, it is the responsibility of the Customer, at their expense,
to provide complete and adequate electrical power and conduit, unless otherwise noted.
e. Providing and preparing adequate space for the location of equipment, speakers, speaker
clusters, subwoofer cabinets, distributed under and over balcony speaker systems, stage
monitor systems, equipment racks, control and mixing consoles, video monitors, video
City of Southlake Ford Audio-Video Systems, LLC
Southlake Courtroom Proposal Submitted By: Eamon McAdoo Coy, Account Manager
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parties hereto and is not for general distribution within or outside their respective companies.
projectors, projection screens, and equipment racks included in the system. In the event
floors are sloped or not level, the Customer is responsible for making the floor level under
consoles and equipment racks. In the event a projection screen is recessed in a finished
ceiling, the Customer is responsible for refinishing the ceiling.
f. Providing a clear area with adequate ventilation and air conditioning that maintains a room
temperature not exceeding 75 degrees Fahrenheit in all rooms that are occupied by
sound/audio/video/lighting equipment racks. Sound, audio, video, and lighting equipment
produces heat which must be dissipated by ventilation or air conditioning. Prolonged
operation at room temperatures above 75 degrees Fahrenheit will shorten the life of
electronic equipment leading to premature failure of components.
g. The Customer is responsible for the installation and registration of all software on OFE
computers. Ford will provide the Customer with the system requirements for Ford
provided software, but the Customer is responsible for installing it on the OFE PC's and/or
OFE network. All software-related customer support shall be directly provided by the
software manufacturer.
h. Scaffolding or lifts provided by the Customer for use by Ford must meet OSHA safety
standards and be satisfactory to meet the needs of the Ford installation personnel. In the
event the Customer furnished scaffolding or lifts are unacceptable, Ford will present a
change request detailing the additional cost and time extension required to complete the
project.
i. Ford is not licensed for and does not perform any electrical, carpentry, painting, masonry,
or carpet laying work.
7. FORD SHALL BE RESPONSIBLE FOR:
a. Providing line drawings for systems and equipment manuals electronically at no cost
b. Fabrication and installation of audio/video systems
c. Providing recommendations for electrical power and conduits, to be provided and installed
by the electrical contractor, for the audio/video/control systems
d. Installation of low voltage audio/video wiring for systems
e. Electronic testing of audio systems
f. Tuning of audio processors
g. Testing and alignment of video systems
h. Training
i. Warranty service
j. Providing as-built drawings with wire numbers and labels
City of Southlake Ford Audio-Video Systems, LLC
Southlake Courtroom Proposal Submitted By: Eamon McAdoo Coy, Account Manager
July 19, 2019 Page 9 of 20
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Courtroom Proposal.docx, 7/19/2019 11:59 AM) Page 9 of 20 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the
parties hereto and is not for general distribution within or outside their respective companies.
8. PREVENTATIVE MAINTENANCE
a. Ford shall perform one (1) pre-scheduled service call, prior to the end of the warranty
period, for the purpose of conducting routine preventative maintenance (PM) to check the
general operation of equipment. This PM service call shall be scheduled in advance with
the Customer, between 8:00 am and 5:00 pm Monday through Friday, excluding holidays,
and does not include expendable materials used (e.g., light bulbs, lamps, light fixture
lamps, fuses, batteries, portable connection cables, etc.) or system programming. This
service is renewable up to three (3) years.
b. The Customer will provide a contact person that is authorized to answer questions and
obligate the Customer if additional services are requested. The contact will be personally
available to meet with the Ford technician and have knowledge of the equipment and
systems to be inspected. The contact person will provide access to all areas and equipment
rooms requiring inspection.
C. INSTALLATION SCHEDULE
1. Ford estimates that the actual on-site installation, test out and commissioning of this project will
take thirteen (13) days. In addition to the installation, Ford shall prepare system drawings, purchase
the equipment, assemble the equipment in our shop, program control software as required and do
in-shop testing. This work will take approximately ten (10) to twelve (12) weeks prior to the
beginning of actual installation at your facility. The total time required to complete the project shall
be approximately thirteen (13) weeks from agreement execution. The completion of Ford's work
depends upon the facility being secure, dust-free, air-conditioned, and quiet.
2. For Ford to meet the above completion schedule, it is important that the Customer ensures the job
site is available for Ford personnel, and there are no interruptions in the availability of the job site
and the ability of Ford to do the work. Ford schedules its work force weeks in advance in order to
meet the installation completion dates of all of its customers. As a consequence, it is vital that the
Customer notify Ford's Project Manager in the event that the Customer changes the schedule or the
Customer's other contractors fall behind in completing their portion of the work.
D. EQUIPMENT LIST
COURTROOM - SPEAKERS (TIPS Contract #171001)
=================================================================================
Quantity Description
=================================================================================
9.00 ATLA.FAP63T SPEA,6.5",2WAY,CEILNG,32W,70V
5.00 MEYE.MM4XP SPEA,SELF-PWRD MINIATURE
5.00 MEYE.MUB-MM4XP HARD,SPEAKER MOUNTING BRACKET
=========
Sub Total 4,561.00
City of Southlake Ford Audio-Video Systems, LLC
Southlake Courtroom Proposal Submitted By: Eamon McAdoo Coy, Account Manager
July 19, 2019 Page 10 of 20
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Courtroom Proposal.docx, 7/19/2019 11:59 AM) Page 10 of 20 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the
parties hereto and is not for general distribution within or outside their respective companies.
COURTROOM - AMPLIFIERS & ACCESS (TIPS Contract #171001)
=================================================================================
Quantity Description
=================================================================================
1.00 EXTR.60-883-02 AMP,2-CHAN,400WATTS RMS,CDRS
1.00 MEYE.MPS-488HP POWE,SUPP,48V,HMS-10
=========
Sub Total 2,410.00
COURTROOM - DIGITAL SIGNAL PRO (TIPS Contract #171001)
=================================================================================
Quantity Description
=================================================================================
1.00 BIAM.TESFODANAI DSP,TESIRA W/ DANTE 12X8
2.00 SHUR.ANI4OUTBLO DSP,4 OUT BLOCK CONNECTOR DANT
=========
Sub Total 3,289.00
COURTROOM – MICROPHONES (TIPS Contract #171001)
=================================================================================
Quantity Description
=================================================================================
3.00 OFE GOOSENECK MICS
2.00 OFE WIRELESS MICROPHONES - SLX
=========
Sub Total .00
COURTROOM - AUDIO RECORDING (TIPS Contract #171001)
=================================================================================
Quantity Description
=================================================================================
1.00 OFE PC BASED AUDIO RECORDING
1.00 DENO.DN-700R RECO,NETWORKABLE,SD/USB RECORD
=========
Sub Total 509.00
COURTROOM - ASSISTIVE LISTENING (TIPS Contract #171001)
=================================================================================
Quantity Description
=================================================================================
1.00 LIST.LCS-122-01 2 RX ADVANCED WIFI / IR ALD
1.00 LIST.LA-347-WH WALL BOX MOUNTING PLATE (WHITE
1.00 LIST.LR-4200-IR RECE, INTELL DSP IR RECEIVER
2.00 LIST.LA-402 HEAD,UNIV,STEREO,HEADPHONES
2.00 LIST.LA-430 ACCE,EAR PHONE/NECK LOOP LANYA
=========
Sub Total 1,875.00
COURTROOM - DISPLAYS & ACCESSORIES (TIPS Contract #171001)
=================================================================================
Quantity Description
=================================================================================
2.00 LG.55UH5C-B DISP.MON,55",4K,LED
2.00 CHIE.LCM1U SINGLE CEILING MOUNT, LARGE, B
City of Southlake Ford Audio-Video Systems, LLC
Southlake Courtroom Proposal Submitted By: Eamon McAdoo Coy, Account Manager
July 19, 2019 Page 11 of 20
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Courtroom Proposal.docx, 7/19/2019 11:59 AM) Page 11 of 20 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the
parties hereto and is not for general distribution within or outside their respective companies.
2.00 CHIE.FCA520 ACCE,UNIVERSAL CLAMP ACCESSORY
2.00 OFE CEILING MOUNT & EXTENSION
1.00 LG.49UH5C-B DISP,47.1"X29.9"X5.3",UHD,500N
1.00 CHIE.MTM1U MOUN, UNIVERSAL MOUNT
=========
Sub Total 5,316.00
COURTROOM - PROJECTOR & ACCESS (TIPS Contract #171001)
=================================================================================
Quantity Description
=================================================================================
1.00 EPSO.V11H901020 PROJ,6000L,WUXGA,LASER
1.00 CHIE.RPMAU MOUN,UNIVERSAL RPMA W/Q-LOCK
1.00 CHIE.CMA450 ACCE,SUSPENDED CEILING PLATE
1.00 CHIE.CMA472 ACCE,ABOVE CEILING ENCLOSURE
1.00 CHIE.CMS012018 MOUN,PIPE,ADJUSTABLE 12"-18"
1.00 OFE SCREEN
=========
Sub Total 3,869.00
VIDEO SWITCHING & DISTRIBUTION (TIPS Contract #171001)
=================================================================================
Quantity Description
=================================================================================
3.00 CRES.DM-NVX-350 VIDE.4K60 4:4:4 ENCODER/DECODE
5.00 CRES.DM-NVX-352 ENCODER/DECODER W/ DANTE AUDIO
1.00 CRES.DMF-CI-8 DM FIBER EXTENDER CHASSIS 8 SL
7.00 CRES.DMNVX352C ENCODER/DECODER CARD W/ DANTE
1.00 CRES.DMNVXE30C VIDE.DIG.MEDIA4K60 ENCODER CAR
1.00 CRES.DMTXRX100S HDMI NETWORK VIDEO STREAMER
3.00 CRES.HDTX101C1B HDBASET WALL PLATE TX, BLACK
3.00 CRES.HDRX101CE RECE. DM LITE HDMI RECEIVER
1.00 CRES.HDMD400CEK SWIT,HD SCALING TX/RX KIT
1.00 EXTR.70-1052-11 CONN,MAPP W/1 XTP COUPLER,2 SP
1.00 LIBE.TLCPTHD01 ACCE,HDMI UNDER TABLE PASSTHRU
4.00 CRES.DMPSUULTRA POWE, PODM++INJECTOR
=========
Sub Total 27,275.00
VIDEO CAMERA & ACCCESSORIES (TIPS Contract #171001)
=================================================================================
Quantity Description
=================================================================================
1.00 DENO.DN-500BD BLUE,1RU PRO BLURAY PLAYER
1.00 MARS.VACHT12KIT VIDE,HDBASET TX/RX CAMERA CTRL
1.00 OFE CAMERA-MARSHALL CV350-10X
=========
Sub Total 728.00
COURTROOM - CONTROL SYSTEM (TIPS Contract #171001)
=================================================================================
Quantity Description
=================================================================================
1.00 CRES.DMXIODIR80 DM XIO DIR VIRTUAL SWIT APPL
City of Southlake Ford Audio-Video Systems, LLC
Southlake Courtroom Proposal Submitted By: Eamon McAdoo Coy, Account Manager
July 19, 2019 Page 12 of 20
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Courtroom Proposal.docx, 7/19/2019 11:59 AM) Page 12 of 20 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the
parties hereto and is not for general distribution within or outside their respective companies.
1.00 CRES.CP3 CONTROL SYSTEM, OVER NETWORK[
1.00 OFE AUTOMATION CONTROLLER
2.00 CRES.TSW760BS DISP.TOU.7" TOUCHSCREEN
1.00 CRES.TSW1060BS TOUC, 10.1" TOUCH SCREEN BL SM
1.00 CRES.TSW1060RMK RACK MOUNT KIT FOR TSW-1060
2.00 CRES.TSW760TTKB ACCE,TABLETOP KIT,TSW-760,BLK
1.00 CRES.TS1542TILT DISP.TOU,15.6"HD TS/TILT/BLACK
1.00 CISC.WSC365048P DATA,CISCO 48 PORT ROUTER
=========
Sub Total 16,520.00
RACK HARDWARE & ACCESSORIES (TIPS Contract #171001)
=================================================================================
Quantity Description
=================================================================================
1.00 MIDD.ERK4020 RACK,40SP,70",19 1/2? DEEP ST
1.00 MIDD.ERK-RR40 ACCE,40 SPACE (70") ERK KIT
1.00 MIDD.LTCABUTLSI ACCE, RK MT SINGLE WORK LIGHT
1.00 MIDD.ERK4FT285C ACCE,INTEGRATED FAN TOP,ERK
1.00 MIDD.FC-4-1CA FAN CONT.(4) CORD, THERM
1.00 MIDD.LACE40OP SUPP.A1,CABL,3 1/4"W,40SP,6PC
5.00 MIDD.LBP-1.5 LACING,BAR,ROUND
5.00 MIDD.LBP-1R ROUND LACING BAR,ORDER IN 10'S
1.00 MIDD.PD-DC-125R POWE, 125W MULTI-MOUNT, DISTRO
1.00 MIDD.CBSERK20 RACK,SKIRTED WHEELBASE,FITS 20
1.00 MIDD.PDT1615CNS POWE,16OUT,15A,THIN,9'CORD
1.00 SURG.SX1115RT POWE,9,OUTLET,POWER,CONDITIONE
1.00 MIDD.UPS-1000R POWE,RACK MOUNT UPS 1000VA/750
1.00 MIDD.EB1FAVLOGO PANE,1 SP,W/FAV LOGO
1.00 MIDD.BR1 PANE,1 SP 1 3/4" BRUSH GR PANE
11.00 MIDD.EB1 PANE,1 SPACE(1 3/4") FLANGED
3.00 MIDD.U1V 1SP VENTED UTILITY SHELF
2.00 MIDD.UFA-8-F1 1SP SLF,8" D W/ 1U FA,BPC
2.00 MIDD.D2 RACK,2 SPACE (3 1/2") RACK DRA
1.00 MIDD.QBP-2 QUIET 2 BLWR PNL, 1SP BL
1.00 SHUR.CRT1 ACCE, 1U COMPONENT TRAY
=========
Sub Total 5,102.00
CABLE, CONNECTORS, & MANAGEMENT (TIPS Contract #171001)
=================================================================================
Quantity Description
=================================================================================
4.00 C2G.29675 3' HDMI CABLE W/GRIPPIN CONNEC
10.00 C2G.29677 CABL 6' HDMI W/GRIPPING CONN
2.00 C2G.29678 10'HDMI W/GRIPPING CONNECTORS
1.00 C2G.50628 CABL,10' SELECT HDMI M-M CL2
1,500.00 WEST.254246F-BK WIRE, 4PR 23G SHLD CAT6 CMP
50.00 WEST.CN111S90H3 CATEGORY 6 SHLD. PLUG
50.00 BTX.CD-EZ6SB CONN,SNAGLESS BOOT,EZRJ456
275.00 WEST.25226B WIRE,2C,14 GUAGE,PLENUM,SPEAK.
300.00 BELD.1502P WIRE,#22,COMPOSITE,PLENUM,PVC
City of Southlake Ford Audio-Video Systems, LLC
Southlake Courtroom Proposal Submitted By: Eamon McAdoo Coy, Account Manager
July 19, 2019 Page 13 of 20
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Courtroom Proposal.docx, 7/19/2019 11:59 AM) Page 13 of 20 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the
parties hereto and is not for general distribution within or outside their respective companies.
250.00 BELD.9451 WIRE,1PR,#22,SHIELD,PVC
5.00 LIBE.DL-AR3982 MDP, LIGHTNING, USB-C TO HDMI
5.00 LIBE.E2HDSEMM03 CABL,HDMI COMMERCIAL GRD 10'
1.00 LIBE.PCG1790EPC HDMI F-F ON A SINGLE GANG
2.00 CHIE.CSPH MOUN,COMPONENT STORAGE PANEL
2.00 CHIE.CSPHK CSP (HINGED) BRACKET KIT
=========
Sub Total 4,304.50
COURTROOM – (NON-CONTRACT)
=================================================================================
Quantity Description
=================================================================================
1.00 ZEEV.ZVSYNCNA TUNE,DIGI TUNER,HDMI,CV,RF OUT
3.00 CRIMPS, TIES, & MANAGEMENT
25.00 ASSORTED CABLES & CONNECTORS
40.00 RACK HARDWARE & ACCESSORIES
3.00 DISPLAY MOUNTING HARDWARE
1.00 PROJECTORS MOUNTING HARDWARE
14.00 SPEAKER HARDWARE & SAFETIES
3.00 FLOOR BOX INSERTS
3.00 MISC. HARDWARE
=========
Sub Total 3,107.00
LOBBY SIGNAGE (TIPS Contract #171001)
=================================================================================
Quantity Description
=================================================================================
1.00 LG.49UH5C-B DISP,47.1"X29.9"X5.3",UHD,500N
1.00 CHIE.TS525TU MOUN,THIN SWING ARM (LARGE)
1.00 CHIE.CSMP9X12 PROX,MOUNT PLATE,9X12
1.00 CRES.HDMD300CEB HDBASET WALL PLATE TX/RX,BLACK
1.00 C2G.29677 CABL 6' HDMI W/GRIPPING CONN
100.00 WEST.254246F-BK WIRE, 4PR 23G SHLD CAT6 CMP
4.00 WEST.CN111S90H3 CATEGORY 6 SHLD. PLUG
4.00 BTX.CD-EZ6SB CONN,SNAGLESS BOOT,EZRJ456
1.00 OFE PC - COURT SIGNAGE
=========
Sub Total 2,514.60
LOBBY SIGNAGE – (NON-CONTRACT)
=================================================================================
Quantity Description
=================================================================================
1.00 CRIMPS, TIES, & MANAGEMENT
2.00 ASSORTED CABLES & CONNECTORS
1.00 DISPLAY HARDWARE & ACCESSORIES
1.00 MISC. HARDWARE
=========
Sub Total 370.00
City of Southlake Ford Audio-Video Systems, LLC
Southlake Courtroom Proposal Submitted By: Eamon McAdoo Coy, Account Manager
July 19, 2019 Page 14 of 20
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Courtroom Proposal.docx, 7/19/2019 11:59 AM) Page 14 of 20 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the
parties hereto and is not for general distribution within or outside their respective companies.
INTERGRATION SERVICES (TIPS Contract #171001)
=================================================================================
Quantity Description
=================================================================================
DESIGN, ENGINEERING, FABRICATION, PROJECT MANAGEMENT
INSTALLATION, COMMISSIONING, TRAINING AND WARRANTY
=========
Sub Total 53,713.90
=========
Merchandise: 81,750.10
Integration: 53,713.90
Freight: .00
Sales Tax*: .00
=========
Total Amount: 135,464.00
E. COST SUMMARY AND TERMS
PROPOSED TOTAL: $135,464.00
PREVENTATIVE MAINTENANCE: $625.00
*TAXES: No taxes have been included in the project 'Total Amount,' unless specifically showing on
the 'Sales Tax' line. All taxes are the responsibility of the Customer. If a tax is charged to
Ford, the Customer will be responsible for reimbursing Ford for the cost.
TERMS: The Customer shall issue a purchase order in accordance with the terms and conditions of
the TIPS Contract #171001
100% is due upon completion.
All invoices are due Net 30.
CC: Unless otherwise prohibited by law, a 3% bank interchange fee will be charged for using a
credit card for payment.
PRICE: The price stated above for this project is based upon the complete system being purchased
and installed at one time. In the event the Customer selects to purchase less than the total
project, delays purchase of any portion of the system, requires that the system be installed
in phases, or delays the installation, Ford reserves the right to charge for additional labo r,
travel, and overhead. The price is valid for thirty (30) days from the date of this proposal.
COMMENCEMENT OF WORK:
Ford must receive the signed contract, down payment, and/or a purchase order accepting
the terms and conditions of this proposal, prior to the contract being initiated by Ford.
Without the acceptance of Ford, no work on the contract will be under taken, including
engineering the system, purchasing the equipment and scheduling the work crews for
installation. In the event the Customer fails to pay Ford within the terms above, Ford
City of Southlake Ford Audio-Video Systems, LLC
Southlake Courtroom Proposal Submitted By: Eamon McAdoo Coy, Account Manager
July 19, 2019 Page 15 of 20
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Courtroom Proposal.docx, 7/19/2019 11:59 AM) Page 15 of 20 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the
parties hereto and is not for general distribution within or outside their respective companies.
reserves the right to stop work on the project until all payments are received by Ford in
accordance with the terms.
CREDIT: This proposal shall not be deemed as accepted by Ford until the executed contract is
returned to Ford's Credit Center for final review and acceptance.
CHANGES: Any Customer Change Orders (CCO) must be approved in writing by the Customer prior
to execution by Ford and are subject to the credit terms of this agreement.
NON-HIRE: The Customer and Ford mutually agree, because of the high cost of training an employee,
that neither party shall solicit the employment of any employee of the other party, and shall
not employ any employee or any person who was an employee of the other party at any
time during the relationship between the parties or for a period of one (1) year following
the termination of any relationship between the parties. In the event of a breach of this
section, the breaching party agrees to pay the other party an amount eq ual to the hired
employee's annual wages as an agreed upon cost to replace the employee.
F. GUARANTEES AND LIMITATIONS OF WARRANTIES
1. FORD GUARANTEES THE FOLLOWING:
a. Equipment will be new, unless noted otherwise.
b. All workmanship provided by Ford will be free of defects and will be repaired, free of
charge, for a period of one (1) year from the date of substantial completion or the first date
of beneficial use of the system, whichever date occurs first. Substantial completion shall
be defined as the point where the work, or designated portion thereof, is sufficiently
complete so that the system can be used for its intended purpose.
c. All equipment and materials provided by Ford that were manufactured by other companies
will be warranted under the standard warranty terms of the original manufacturer.
d. The warranty does not include nor cover expendable materials used with the system
installation (e.g., light bulbs, lamps, light fixture lamps, fuses, batteries, portable
connection cables, etc.).
e. Ford is not responsible for the reliability of systems that communicate using wireless
technology. The performance of equipment utilizing wireless communications is
inherently unreliable and will experience "drop outs", distortion and loss of connectivity
from time to time. Interference from other forms of radio frequency transmissions, such as
radio and television broadcasts, cell phones, and computer wireless networks, is probable
and should be expected.
f. Ford is not responsible for the performance, testing, or configuration of owner-furnished
data networks that are used to transmit audio, video, and lighting program data and control
signal data. IP-based videoconferencing systems rely upon data networks that can provide
consistent bandwidth for the transmission. Videoconferencing that is transmitted over the
Internet is subject to the intermittent and unreliable nature of the public network. In the
event that the Customer's network is found to be the cause of defects in the quality of the
audio/video signals, is unreliable, or has insufficient bandwidth to support the A/V/L
City of Southlake Ford Audio-Video Systems, LLC
Southlake Courtroom Proposal Submitted By: Eamon McAdoo Coy, Account Manager
July 19, 2019 Page 16 of 20
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Courtroom Proposal.docx, 7/19/2019 11:59 AM) Page 16 of 20 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the
parties hereto and is not for general distribution within or outside their respective companies.
system and Ford's network engineers are required to troubleshoot or configure the
Customer's network, the cost of this service will be invoiced to the Customer.
g. The term "Software" as used in this document includes all editable source files, un-editable
compiled files, graphical user interface files and functionality, audio digital signal
processor (DSP) files, in whole and in part, produced under the terms of this agreement.
Unless otherwise expressly agreed in writing, all Software created by Ford remains the
property of Ford, and the Customer is hereby provided a license to use the Software for
this project only. The Software may not be used on any other project, nor used for any
purposes outside of this project, nor shared nor disclosed to anyone who is not an employee
of the Customer's company.
h. Any adjustments made by the Customer or the Customer's agent(s), other than routine
operational adjustments, shall not be covered under this warranty statement. Re-calibration
of settings shall be considered by Ford to be billable time to the Customer at Ford's standard
engineering rates.
i. Procedures such as routine preventative maintenance functions (e.g., keeping filters clean,
keeping system environment free from foreign materials, etc.) are the responsibility of the
Customer and is not included within this warranty agreement. Failure on the part of the
Customer to perform these routine maintenance functions shall void this warranty.
j. If warranty work is necessary within the warranty period, Ford will, at its option, repair the
defective equipment or return it to the manufacturer for repair.
k. Repairs, modifications, or other work performed by personnel not authorized by Ford
during the period of warranty on any equipment of the system may invalidate the warranty.
l. Ford will not be responsible for damages or cost of repairs due to modifications,
adjustments, or additions to the system performed by personnel not authorized by Ford
prior to acceptance of the system by the Customer.
m. Ford may withhold warranty service in the event that the Customer has an unpaid balance
due to be paid to Ford.
2. OWNER-FURNISHED EQUIPMENT (OFE):
a. Ford's intent is to provide a complete system including all equipment. In some cases, the
Customer may own equipment which they desire to be included with the installation. Ford
identifies this as OFE.
b. The use of OFE is solely for the convenience of the Customer and is not included i n the
warranty or guarantee provided.
c. Ford shall take reasonable care in handling OFE and install it according to standard
industry practices; however, Ford takes no responsibility for the operation, performance,
appearance, or effects of OFE before, during, or after its integration into the system. Ford
reserves the right to accept or reject OFE based on the equipment's service record, or lack
City of Southlake Ford Audio-Video Systems, LLC
Southlake Courtroom Proposal Submitted By: Eamon McAdoo Coy, Account Manager
July 19, 2019 Page 17 of 20
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parties hereto and is not for general distribution within or outside their respective companies.
thereof, poor condition, or out of date software/firmware. Ford will not accept OFE that is
purchased by the Customer to replace equipment that is specified in this proposal.
d. In the event that OFE does not function properly, Ford shall notify the Customer to
determine if the OFE is to be a) repaired, b) an alternate unit provided by the Customer, c)
the unit is not to be used, or d) Ford is to provide a new unit. Ford shall provide a cost to
the Customer for the work to be done. The Customer will authorize any additional costs to
the job.
e. The existing equipment, removed as a courtesy by Ford, that is not be ing reused, shall be
handed over to the Customer. Ford is not responsible for the existing equipment or its
condition when received by the Customer.
G. TRAINING AND DOCUMENTATION
1. TRAINING INCLUDED:
a. Ford will host a training session near the completion of installation. All system users and
interested persons should attend this training so that all questions can be answered during
this training.
b. During the training, if requested, Ford personnel will attend the initial first use of the
system and assist the Customer's operators and users in the operation of the Ford-installed
system.
c. Ford shall provide a training agenda for scheduled training.
d. Ford shall provide a quick start guide (QSG) for each room type. The QSG is a generic,
brief description, of how to operate the system. One (1) copy of a laminated document,
for each room type, shall be provided to the Customer.
2. ADVANCED TRAINING - OPTIONAL:
Ford is committed to providing the highest quality and most modern training experience possible
to its Customers. In addition to the training included with this project, for an additional fee, Ford
offers multiple, customizable options to fit the needs of any Customer. The possible programs
include:
a. Ford shall supply a training video consisting of a visual tutorial or tutorials, if multiple
room type videos are purchased, that will explain how to operate specific AV systems.
This training tutorial, narrated by a Ford trainer, is a self -paced, always-available, online
video, viewable on any mobile device which give the learner a step-by-step process on how
to use the technology.
b. In consultation with the Customer, Ford will develop and execute a custom curriculum and
curriculum schedule.
c. Ford will provide in-person presentation(s), as needed, including presentation materials
such as PowerPoint or Prezi presentation.
City of Southlake Ford Audio-Video Systems, LLC
Southlake Courtroom Proposal Submitted By: Eamon McAdoo Coy, Account Manager
July 19, 2019 Page 18 of 20
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Courtroom Proposal.docx, 7/19/2019 11:59 AM) Page 18 of 20 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the
parties hereto and is not for general distribution within or outside their respective companies.
d. Ford will develop a custom Orientation & Operations Handbook, which shall include
detailed, user-friendly information on solutions, functionality, troubleshooting, curriculum,
and other useful reference materials.
e. The Ford Training Center also highly recommends follow-up training sessions six months
to a year following the initial session(s) to ensure that all concepts are anchored and being
employed by each user as well as providing opportunities for new employees to receive the
same level and style of training existing employees received. The Ford Training Center
will work with customers to develop a long-term training strategy and/or ongoing training
curriculum.
f. Additional materials include documents in electronic format, additional hard and/or
laminated copies of Quick-Start Guides and Orientation & Operations Handbooks, as well
as CDs or DVDs of these curriculum materials.
g. All training curriculum and components will be developed and executed by a Ford Master
Trainer.
h. The components of the optional training are to be determined by the Customer, Account
Manager, and Ford Master Trainer to best meet the needs of the Customer. The cost of the
additional materials and training is based on the desired program.
i. Please contact Ford to receive a customized price quote on the Advanced Training Program
option.
H. BUILDING CONSTRUCTION AND SYSTEM INSTALLATION
1. VISUAL INSPECTION:
a. This proposal is based upon a visual inspection of the site conditions. It is agreed that some
buildings may have inherent design and/or construction that is not visibly recognizable and
is outside of normal standard and customary building procedures. If the walls, floors or
ceiling are found to be constructed in a manner that wire cannot be pulled or equipment
cannot be mounted or otherwise installed without labor or materials in excess of those
anticipated by both parties and proposed herein, the Customer agrees to be responsible for
any adjustments in the labor and materials required to perform the installation.
2. EXISTING CONDITIONS:
a. Acoustics and Noise
In facilities where Ford is providing a sound or audio system, the Customer is responsible
for providing an environment free of ambient noise and excessive reverberation and
echoes.
1) Typically, ambient noise is created by HVAC systems (Heating, Ventilation, and
Air Conditioning), plumbing or other mechanical systems in the building. In
general, Ford recommends that the ambient noise sound pressure level not exceed
NC35 (Noise Criteria) or 35 dB A scale.
City of Southlake Ford Audio-Video Systems, LLC
Southlake Courtroom Proposal Submitted By: Eamon McAdoo Coy, Account Manager
July 19, 2019 Page 19 of 20
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Courtroom Proposal.docx, 7/19/2019 11:59 AM) Page 19 of 20 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the
parties hereto and is not for general distribution within or outside their respective companies.
2) Long reverberation times and echoes are normally the result of hard wall, floor,
and ceiling surfaces found in some rooms. Typically, Ford recommends that the
reverb time does not exceed 1.5 seconds where the primary use is the
communication of speech. The production of other types of music may require
longer reverberation times. In the event that echoes exist, absorptive or diffusive
wall and ceiling panels may be required to eliminate or minimize the detrimental
effects of the echoes.
3) Ford is not responsible for any costs related to reducing the ambient noise or
modifying the acoustics of the Customer's facilities.
I. ACCEPTANCE
1. The Customer's personnel will be notified by Ford upon completion of the installation.
2. Demonstration of system performance will be during the training session.
3. Participants at the performance demonstration shall include personnel representing Ford and
personnel representing City of Southlake who are authorized to accept the system as complete and
make final payment.
This proposal shall not be deemed as accepted by Ford until the executed contract is returned to Ford's Credit Center
for final review and acceptance. If a purchase order is required by the Customer, it must be transmitted with the
signed install agreement for review and acceptance.
This proposal contains confidential pricing, design, engineering, and installation information that is proprietary to
Ford. It is provided for your private use, and is not to be disclosed, in part or in whole, without the express, written
authorization of Ford.
We appreciate the opportunity to work with you on this project. If you have any questions or need additional
information, please contact me at 972-241-9966.
Sincerely,
FORD AUDIO-VIDEO SYSTEMS, LLC
Eamon McAdoo Coy
Account Manager
Voice: 972-241-9966
E-mail: coye@fordav.com
Website: www.fordav.com
Eamon McA. Coy
City of Southlake Ford Audio-Video Systems, LLC
Southlake Courtroom Proposal Submitted By: Eamon McAdoo Coy, Account Manager
July 19, 2019 Page 20 of 20
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Courtroom Proposal.docx, 7/19/2019 11:59 AM) Page 20 of 20 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the
parties hereto and is not for general distribution within or outside their respective companies.
SYSTEM INSTALLATION AGREEMENT
Between
CITY OF SOUTHLAKE
and
FORD AUDIO-VIDEO SYSTEMS, LLC
This is to signify that City of Southlake and Ford Audio-Video Systems, LLC have entered into a contract in the
amount of $135,464.00, for the purchase and installation of equipment and services described in the attached
proposal.
PREVENTATIVE MAINTENANCE: $625.00 __________________________
Customer Accepts
City of Southlake and Ford Audio-Video Systems, LLC, by and through their respective signatories to the
Agreement, each represent to the other that they are authorized to enter into this Agreement.
We do both agree to abide by the terms and conditions of this Agreement.
FORD AUDIO-VIDEO SYSTEMS, LLC CITY OF SOUTHLAKE
_________________________________ _________________________________
Eamon McAdoo Coy Authorized Signature
Account Manager
_________________________________ _________________________________
Mathew Scott Hall Printed Name and Title
Division Manager
_________________________________ _________________________________
Date Date