Item 4O - MemoM E M O R A N D U M
October 6, 2020
To: Shana Yelverton, City Manager
From: Sharen Jackson, Chief Financial Officer
Subject: Item 4O: Approve the proposal from Ford Audio-Video Systems,
LLC designed to address audio-video issues at Town Hall in the
executive conference room and 3rd floor training rooms in an
amount not to exceed $180,000.
Action
Requested: Approve partnering with Ford Audio-Video Systems, LLC to
address current audio-video issues at Town Hall in the
executive conference room and the 3rd floor training rooms in
an amount not to exceed $180,000.
Background
Information: Town Hall’s audio-video system in the 3rd floor training
rooms and executive conference room that is in use today
was completed in 2012-2013. As such, staff is experiencing
technical issues and failures, some of which are seen by
citizens and board members. 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.
• Build out a new audio/video rack in the 3rd floor
training rooms. This will include a new audio
amplifier to provide power for new speakers in the
ceiling. This rack will also 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
room.
• Two new wireless microphones with transmitters
will be installed.
• Two new laser projectors with short-throw lenses,
as well as two new motorized front projection
screens.
• Two new wired 7" panels will be installed to control
the screens, audio, and video.
Honorable Mayor and City Council
Page 2 of 2
• Increase wall and floor pockets in the training
rooms.
• Add a partition sensor to determine the status of
the air-wall partition (open or closed) in the training
rooms and be able to adapt the room media and
lighting accordingly.
• Town Hall atrium audio control will be redesigned
with clear zones and new speakers to allow music
to be played throughout the atrium, bathrooms,
and breakrooms. This is specifically designed for
the holiday season but can be used for any music
or event.
• Build out a new audio/video rack in the executive
conference room housed in the credenza at the
front of the room.
• A new laser projector with short-throw lens, as well
as a front projection screen, will be installed in the
executive conference room.
• An iPad control for the conference table will be
programmed to work the computer, audio/video
conferencing, as well as request feed from the
Council Chambers.
• One conference camera will be installed to
complete video conferencing capabilities within the
executive conference room.
• Six ceiling mounted speakers and one amplifier
will be installed to address audio issues, including
one ceiling microphone.
• Ensure new programming and control over all
capabilities is consistent and easier for staff to
use.
• Training staff on operation of equipment.
These additions will eliminate issues within the 3rd floor
training rooms and executive conference room that staff
currently experience. It will also ensure a system that is built
for growth, flexibility, and future needs.
Financial
Considerations: The 2021 fiscal year budgeted $180,000 for audio-video
upgrades in the Technology Infrastructure and Security
Fund.
Honorable Mayor and City Council
Page 2 of 2
Strategic Link: This agenda item is linked to the Southlake Strategy Map
through the following objectives:
• 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: No requirement exists to review the purchase with boards.
Legal Review: No requirement exists to review the purchase with the City
Attorney.
Alternatives: The alternative to approving the proposal would be:
1. Do not approve proposal and continue operating
as normal, recognizing the current audio-video
issues and understanding the impact it has to
current citizens, board members, 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
September 11, 2020
Ms. Kodi Wilder
City of Southlake
1400 Main Street
Southlake, TX 76092
RE: 3rd Floor Divisible Rooms AV Upgrade
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 Coy Mathew Scott Hall
Account Manager Vice President
Voice: 972-241-9966
Email: coye@fordav.com
Website: www.fordav.com
City of Southlake Ford Audio-Video Systems, LLC
3rd Floor Divisible Rooms AV Upgrade Submitted By: Eamon Coy, Account Manager
September 11, 2020 Page 2 of 18
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\3rd Floor Divisible Room - 217146\Proposal-Final\sckm-COYE-CSTXGRA-EC17146C-3rd
Floor Divisible Rooms.docx, 9/11/2020 8:12 AM) Page 2 of 18 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, 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, TX (Customer) in their remodel
project:
1. THIRD FLOOR DIVISIBLE ROOM
a. EQUIPMENT RACK
1) One (1) thirty-five space, free-standing equipment rack shall be provided and
located in the STOR. 334A closet to house audio visual equipment.
2) Two (2) fifteen-amp power strips shall be provided and mounted in the equipment
rack to provide power to the audio visual equipment.
b. AUDIO SYSTEM
1) One (1) 12-input, 8-output digital signal processor shall be provided and located
in the equipment rack to route audio signal.
2) One (1) 2-channel wireless microphone receiver shall be provided and located in
the equipment rack and connected to the DSP.
a) Two (2) corresponding handheld wireless microphone transmitters shall
be provided and handed over to the Customer.
b) Two (2) corresponding beltpack wireless transmitters with lavalier
microphones shall be provided and handed over to the Customer.
c) One (1) two-bay, networked, battery charging station shall be provided
and placed in a location to be determined by Ford and the Customer.
d) Four (4) lithium ion, rechargeable batteries shall be provided and handed
over to the Customer.
City of Southlake Ford Audio-Video Systems, LLC
3rd Floor Divisible Rooms AV Upgrade Submitted By: Eamon Coy, Account Manager
September 11, 2020 Page 3 of 18
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\3rd Floor Divisible Room - 217146\Proposal-Final\sckm-COYE-CSTXGRA-EC17146C-3rd
Floor Divisible Rooms.docx, 9/11/2020 8:12 AM) Page 3 of 18 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.
3) One (1) Bluetooth input extender shall be wall-mounted in a location to be
determined by Ford and the Customer and connected to the DSP to provide audio
device connectivity.
4) One (1) 8-channel, 160-watt audio amplifier shall be provided and installed in the
equipment rack to provide power to the speakers.
2. ROOM 331
a. One (1) motorized 139.5”x78.5” projection screen shall be provided, mounted in the ceiling
on the east side of the room, and connected to the control system for up/down control.
b. One (1) 6,000 lumen WUXGA projector shall be provided, mounted in the ceiling, and
connected to the AV system to display video content.
c. One (1) Blu-Ray disc, media player shall be provided, installed in the equipment rack, and
connected to the video system as a video source for room 331.
d. Four (4) 6.5”, 2-way, 32-watt speakers shall be provided and mounted in the ceiling to
provide audio reinforcement in the room.
3. ROOM 332
a. One (1) partition sensor shall be provided and mounted in the ceiling to automate room
division and combination.
b. Two (2) 6.5”, 2-way, 32-watt speakers shall be provided and mounted in the ceiling to
provide audio reinforcement in the room.
4. ROOM 333
a. One (1) partition sensor shall be provided and mounted in the ceiling to automate room
division and combination.
b. Two (2) 6.5”, 2-way, 32-watt speakers shall be provided and mounted in the ceiling to
provide audio reinforcement in the room.
5. ROOM 334
a. AUDIO SYSTEM
1) Four (4) 6.5”, 2-way, 32-watt speakers shall be provided and mounted in the
ceiling to provide audio reinforcement in the room.
b. VIDEO SYSTEM
1) One (1) motorized 96”x54” projection screen shall be provided, mounted in the
ceiling on the west side of the room, and connected to the control system for
up/down control.
City of Southlake Ford Audio-Video Systems, LLC
3rd Floor Divisible Rooms AV Upgrade Submitted By: Eamon Coy, Account Manager
September 11, 2020 Page 4 of 18
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\3rd Floor Divisible Room - 217146\Proposal-Final\sckm-COYE-CSTXGRA-EC17146C-3rd
Floor Divisible Rooms.docx, 9/11/2020 8:12 AM) Page 4 of 18 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) One (1) 6,000 lumen WUXGA projector shall be provided, mounted in the ceiling,
and connected to the AV system to display video content.
3) One (1) Blu-Ray disc, media player shall be provided, installed in the equipment
rack, and connected to the video system as a video source for room 334.
c. CONTROL SYSTEM
1) One (1) 4K matrix video switcher, scaler and control system shall be provided and
installed in the equipment rack to route video signal and provide control of the AV
system.
2) One (1) 7” touch panel control interface shall be provided and mounted in the
equipment rack to control audio, video and room functions.
3) One (1) partition sensor shall be provided and mounted in the ceiling to automate
room division and combination.
6. TOWN HALL DISTRIBUTED AUDIO/CONTROL
a. One (1) 8-channel amplifier shall be provided and installed in the equipment rack to
provide power to the speakers.
b. One (1) 10” touch panel control interface shall be provided and mounted in the equipment
rack to control audio functions.
c. One (1) 12-input, 8-output digital signal processor shall be provided and installed in the
equipment rack to control audio signal routing in the building.
d. One (1) networked audio media player shall be provided and installed to play audio content
in the building.
7. ATRIUM
a. Six (6) owner furnished equipment (OFE) ceiling speakers shall be removed and handed
over to the Customer.
b. Six (6) 6.5”, 2-way, 150-watt speakers shall be provided, mounted in place of the removed
OFE ceiling speakers, and connected to the audio amplifier.
8. THIRD FLOOR BATHROOM
a. Two (2) OFE ceiling speakers shall be removed and handed over to the Customer.
b. Two (2) 6.5” 2-way, 32-watt speakers shall be provided, mounted in place of the removed
OFE ceiling speakers, and connected to the audio amplifier.
9. SECOND FLOOR BATHROOM
a. Two (2) OFE ceiling speakers shall be removed and handed over to the Customer.
City of Southlake Ford Audio-Video Systems, LLC
3rd Floor Divisible Rooms AV Upgrade Submitted By: Eamon Coy, Account Manager
September 11, 2020 Page 5 of 18
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\3rd Floor Divisible Room - 217146\Proposal-Final\sckm-COYE-CSTXGRA-EC17146C-3rd
Floor Divisible Rooms.docx, 9/11/2020 8:12 AM) Page 5 of 18 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. Two (2) 6.5” 2-way, 32-watt speakers shall be provided, mounted in place of the removed
OFE ceiling speakers, and connected to the audio amplifier.
10. THIRD FLOOR BREAKROOM SEATING
a. Four (4) OFE ceiling speakers shall be removed and handed over to the Customer.
b. Four (4) 6.5” 2-way, 32-watt speakers shall be provided, mounted in place of the removed
OFE ceiling speakers, and connected to the audio amplifier.
c. One (1) 100-watt audio attenuator shall be provided and mounted on the wall in a location
to be determined by Ford and the Customer to provide audio volume control in the room.
11. THIRD FLOOR BREAKROOM KITCHEN
a. Two (2) OFE ceiling speakers shall be removed and handed over to the Customer.
b. Two (2) 6.5” 2-way, 32-watt speakers shall be provided, mounted in place of the removed
OFE ceiling speakers, and connected to the audio amplifier.
c. One (1) 100-watt audio attenuator shall be provided and mounted on the wall in a location
to be determined by Ford and the Customer to provide audio volume control in the room.
12. 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. Existing or Customer provided conduit and raceway must be in good condition for use and
be sized appropriately for the requirements of the project.
City of Southlake Ford Audio-Video Systems, LLC
3rd Floor Divisible Rooms AV Upgrade Submitted By: Eamon Coy, Account Manager
September 11, 2020 Page 6 of 18
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\3rd Floor Divisible Room - 217146\Proposal-Final\sckm-COYE-CSTXGRA-EC17146C-3rd
Floor Divisible Rooms.docx, 9/11/2020 8:12 AM) Page 6 of 18 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.
e. 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.
f. Providing and preparing adequate space for the location of equipment, speakers, 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.
g. 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.
h. 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.
i. 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.
j. Ford is not licensed for and does not perform any electrical, carpentry, painting, masonry,
or carpet laying work.
13. FORD SHALL BE RESPONSIBLE FOR:
a. Providing line drawings for systems and equipment manuals electronically at no cost
b. Fabrication and installation of audio and video systems
c. Providing recommendations for electrical power and conduits, to be provided and installed
by the electrical contractor, for the audio, video, and control systems
d. Installation of low voltage audio and video wiring for systems
e. Electronic testing of audio systems
f. Tuning of audio processors
g. Testing and alignment of video systems
City of Southlake Ford Audio-Video Systems, LLC
3rd Floor Divisible Rooms AV Upgrade Submitted By: Eamon Coy, Account Manager
September 11, 2020 Page 7 of 18
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\3rd Floor Divisible Room - 217146\Proposal-Final\sckm-COYE-CSTXGRA-EC17146C-3rd
Floor Divisible Rooms.docx, 9/11/2020 8:12 AM) Page 7 of 18 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.
h. Training
i. Warranty service
j. Providing as-built drawings with wire numbers and labels
14. 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 three (3) 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 six (6) to eight (8) weeks prior to the beginning
of actual installation at your facility. The total time required to complete the project shall be
approximately ten (10) 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 t hat 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
CONFERENCE ROOMS HEADEND (TIPS CONTRACT, #171001)
=====================================================================================
Quantity Description Price Extension
=====================================================================================
2.00 DENO.DN500BDMKI BLU-RAY,MEDIA PLAYER 1RU 424.00 848.00
1.00 CRES.DMPS34K350 4K DM SWITCHER/PROCESSOR/DSP 6,000.00 6,000.00
1.00 ATTE.UNBT2A PANE,WALL,BLUETOOTH,EXTENDER 399.00 399.00
1.00 EXTR.60-804-01 ADAP,AUDIO SUMMING W/RCA INPUT 41.00 41.00
1.00 EXTR.60-738-01 ADAP,ASA 111 PASSIVE SUM 41.00 41.00
City of Southlake Ford Audio-Video Systems, LLC
3rd Floor Divisible Rooms AV Upgrade Submitted By: Eamon Coy, Account Manager
September 11, 2020 Page 8 of 18
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\3rd Floor Divisible Room - 217146\Proposal-Final\sckm-COYE-CSTXGRA-EC17146C-3rd
Floor Divisible Rooms.docx, 9/11/2020 8:12 AM) Page 8 of 18 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.PW-5430DUS POWER PACK;REPLACES PW-4830DUS 300.00 300.00
1.00 CISC.SG35028MPK SWIT,,28,PORT,GIGABIT,POE 1,464.00 1,464.00
1.00 CRES.TSW760BS DISP.TOU.7" TOUCHSCREEN 840.00 840.00
2.00 SHUR.QLXD124/85 MIC,WX,COMBO,WL185,SM58,DG 1,349.00 2,698.00
1.00 SHUR.UA221 ACCE,PASSIVE,ANT,SPLIT 113.00 113.00
1.00 SHUR.UABIAST POWE,INLINE 83.00 83.00
1.00 SHUR.UA834WB ACCE,AMP,INLINE,ANT,470-902MHZ 134.00 134.00
1.00 SHUR.SBC220US 2 BAY NETWORK DOCKING STATION 329.00 329.00
4.00 SHUR.SB900A BATT,LITHIUM ION,RECHARGABLE 89.00 356.00
1.00 RCI.CUSTOM2 CUSTOM RACK PANEL 181.00 181.00
1.00 BIAM.TESIRAFORA DSP,12X8 FIXED AUDIO DSP 1,819.00 1,819.00
1.00 SHUR.UA505 ANTENNA,MOUNTING,KITS 30.00 30.00
1.00 LEAP.CONNECT164 AMP,8CH X 160W 1,349.00 1,349.00
=========
Sub Total 17,025.00
BACKGROUND SYSTEM HEADEND (TIPS CONTRACT, #171001)
=====================================================================================
Quantity Description Price Extension
=====================================================================================
1.00 EXTR.60-804-01 ADAP,AUDIO SUMMING W/RCA INPUT 41.00 41.00
1.00 EXTR.60-738-01 ADAP,ASA 111 PASSIVE SUM 41.00 41.00
1.00 CRES.CP3N AV,3-SERIES CONTROL SYSTEM 1,560.00 1,560.00
1.00 RCI.CUSTOM1 CUSTOM RACK PANEL 133.00 133.00
1.00 DENO.DN-700CB NETWORK CD/MEDIA B.T PLAYER 339.00 339.00
1.00 CRES.TSW1060BS TOUC, 10.1" TOUCH SCREEN BL SM 1,440.00 1,440.00
1.00 LEAP.CONNECT168 AMP,8CH X 160W 2,063.00 2,063.00
1.00 BIAM.TESIRAFORA DSP,12X8 FIXED AUDIO DSP 1,819.00 1,819.00
=========
Sub Total 7,436.00
RACK EQUIPMENT (TIPS CONTRACT, #171001)
=====================================================================================
Quantity Description Price Extension
=====================================================================================
1.00 MIDD.LT-1R ACCE,RACK LED LIGHT,BLACK 168.00 168.00
2.00 MIDD.LT-GN ACCE,USB MOUNT LED LIGHT 22.00 44.00
1.00 MIDD.EB1FAVLOGO PANE,1 SP,W/FAV LOGO 18.00 18.00
2.00 MIDD.BR1 PANE,1 SP 1 3/4" BRUSH GR PANE 50.00 100.00
10.00 MIDD.EB1 PANE,1 SPACE(1 3/4") FLANGED 8.00 80.00
1.00 MIDD.PD-DC-45 POWER SUPPLY DC 326.00 326.00
2.00 MIDD.LBP-4R90 ACCE,LACING BAR,ROUND 4",90DEG 8.00 16.00
2.00 MIDD.LBP-1.5 LACING,BAR,ROUND 8.00 16.00
2.00 MIDD.D2 RACK,2 SPACE (3 1/2") RACK DRA 158.00 316.00
2.00 MIDD.PD-915R POWE,9OUT,15A,RCKMT,POWER STR 116.00 232.00
1.00 MIDD.ERK3525AV RACK,RACK,35 SPACE PRE-CONFIGU 1,693.00 1,693.00
=========
Sub Total 3,009.00
City of Southlake Ford Audio-Video Systems, LLC
3rd Floor Divisible Rooms AV Upgrade Submitted By: Eamon Coy, Account Manager
September 11, 2020 Page 9 of 18
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\3rd Floor Divisible Room - 217146\Proposal-Final\sckm-COYE-CSTXGRA-EC17146C-3rd
Floor Divisible Rooms.docx, 9/11/2020 8:12 AM) Page 9 of 18 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.
ROOM 331 (TIPS CONTRACT, #171001)
=====================================================================================
Quantity Description Price Extension
=====================================================================================
1.00 CRES.DMTX4KZ1GB TRAN,HDMI,4KZ,DM,8G+,1GANG,BLK 600.00 600.00
1.00 CRES.MPC3302B VIDE,3-SERIES MED PRESENT BLK 654.00 654.00
1.00 CRES.DMRMC4KZSC RECE,DM 4K RECEIVER & SCALER 1,080.00 1,080.00
1.00 CHIE.CMS492C MOUN,2X2 TILE PROJ,PLN STOR BX 431.00 431.00
1.00 EPSO.V11H901020 PROJ,6000L,WUXGA,LASER 3,380.00 3,380.00
1.00 CHIE.CMS012018 MOUN,PIPE,ADJUSTABLE 12"-18" 85.00 85.00
1.00 CHIE.RPMAUW MOUN,UNIV. RPMA W/Q-LOCK WHITE 180.00 180.00
1.00 SCRE.5TMFL160SL SCRE,MOTORIZED 160" SLATE 1.2 4,245.00 4,245.00
4.00 ATLA.FAP63T SPEA,6.5",2WAY,CEILNG,32W,70V 94.00 376.00
=========
Sub Total 11,031.00
ROOM 332 (TIPS CONTRACT, #171001)
=====================================================================================
Quantity Description Price Extension
=====================================================================================
1.00 CRES.GLSPARTCN CRESNET PARTITION SENSOR 420.00 420.00
2.00 ATLA.FAP63T SPEA,6.5",2WAY,CEILNG,32W,70V 94.00 188.00
=========
Sub Total 608.00
ROOM 333 (TIPS CONTRACT, #171001)
=====================================================================================
Quantity Description Price Extension
=====================================================================================
1.00 CRES.GLSPARTCN CRESNET PARTITION SENSOR 420.00 420.00
2.00 ATLA.FAP63T SPEA,6.5",2WAY,CEILNG,32W,70V 94.00 188.00
=========
Sub Total 608.00
ROOM 334 (TIPS CONTRACT, #171001)
=====================================================================================
Quantity Description Price Extension
=====================================================================================
1.00 CRES.DMTX4KZ1GB TRAN,HDMI,4KZ,DM,8G+,1GANG,BLK 600.00 600.00
1.00 CRES.MPC3302B VIDE,3-SERIES MED PRESENT BLK 654.00 654.00
1.00 CRES.DMRMC4KZSC RECE,DM 4K RECEIVER & SCALER 1,080.00 1,080.00
1.00 CHIE.CMS492C MOUN,2X2 TILE PROJ,PLN STOR BX 431.00 431.00
1.00 EPSO.V11H901020 PROJ,6000L,WUXGA,LASER 3,380.00 3,380.00
1.00 CHIE.CMS012018 MOUN,PIPE,ADJUSTABLE 12"-18" 85.00 85.00
1.00 CHIE.RPMAUW MOUN,UNIV. RPMA W/Q-LOCK WHITE 180.00 180.00
1.00 SCRE.5TMFL11012 SCRE, 16:9 SLATE 1.2 110" 3,010.00 3,010.00
1.00 CRES.GLSPARTCN CRESNET PARTITION SENSOR 420.00 420.00
4.00 ATLA.FAP63T SPEA,6.5",2WAY,CEILNG,32W,70V 94.00 376.00
=========
Sub Total 10,216.00
City of Southlake Ford Audio-Video Systems, LLC
3rd Floor Divisible Rooms AV Upgrade Submitted By: Eamon Coy, Account Manager
September 11, 2020 Page 10 of 18
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\3rd Floor Divisible Room - 217146\Proposal-Final\sckm-COYE-CSTXGRA-EC17146C-3rd
Floor Divisible Rooms.docx, 9/11/2020 8:12 AM) Page 10 of 18 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.
ATRIUM (TIPS CONTRACT, #171001)
=====================================================================================
Quantity Description Price Extension
=====================================================================================
6.00 JBL.CONTROL47HC SPEA, HIGH CEILING,FLUSHMNT 235.00 1,410.00
=========
Sub Total 1,410.00
3RD FLOOR RESTROOMS (TIPS CONTRACT, #171001)
=====================================================================================
Quantity Description Price Extension
=====================================================================================
2.00 ATLA.FAP63T SPEA,6.5",2WAY,CEILNG,32W,70V 94.00 188.00
=========
Sub Total 188.00
2ND FLOOR RESTROOMS (TIPS CONTRACT, #171001)
=====================================================================================
Quantity Description Price Extension
=====================================================================================
2.00 ATLA.FAP63T SPEA,6.5",2WAY,CEILNG,32W,70V 94.00 188.00
=========
Sub Total 188.00
3RD FLOOR BREAKROOM SEATING (TIPS CONTRACT, #171001)
=====================================================================================
Quantity Description Price Extension
=====================================================================================
4.00 ATLA.FAP63T SPEA,6.5",2WAY,CEILNG,32W,70V 94.00 376.00
1.00 ATLA.AT100D ACCE,ATN,100W 29.00 29.00
=========
Sub Total 405.00
3RD FLOOR BREAKROOM KITCHEN (TIPS CONTRACT, #171001)
=====================================================================================
Quantity Description Price Extension
=====================================================================================
2.00 ATLA.FAP63T SPEA,6.5",2WAY,CEILNG,32W,70V 94.00 188.00
1.00 ATLA.AT100D ACCE,ATN,100W 29.00 29.00
=========
Sub Total 217.00
PRE MADE CABLES (TIPS CONTRACT, #171001)
=====================================================================================
Quantity Description Price Extension
=====================================================================================
1.00 SHUR.UA8100 CABLE,100 UHF REMOTE ANT EXTEN 191.00 191.00
1.00 SHUR.UA825 CABL, REMOTE CONTROL,25' 42.00 42.00
2.00 COMP.MHD18G15BK CABL,15',MICROFLX,HDMI,18G,BLK 60.00 120.00
5.00 COMP.MHD18G6BLK CABL,6',MICROFLEX,HDMI,18G,BLK 28.00 140.00
=========
Sub Total 493.00
City of Southlake Ford Audio-Video Systems, LLC
3rd Floor Divisible Rooms AV Upgrade Submitted By: Eamon Coy, Account Manager
September 11, 2020 Page 11 of 18
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\3rd Floor Divisible Room - 217146\Proposal-Final\sckm-COYE-CSTXGRA-EC17146C-3rd
Floor Divisible Rooms.docx, 9/11/2020 8:12 AM) Page 11 of 18 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.
BULK CABLE (TIPS CONTRACT, #171001)
=====================================================================================
Quantity Description Price Extension
=====================================================================================
1,500.00 WEST.254246F-BK WIRE, 4PR 23G SHLD CAT6 CMP 1.00 1,500.00
3,500.00 WEST.25225B WIRE,2C,16G,PLENUM,GRAY .21 735.00
250.00 CRES.CRESNETPT1 WIRE,CRESNET PLENUM 1000' TEAL .66 165.00
150.00 BELD.9451 WIRE,1PR,#22,SHIELD,PVC .40 60.00
300.00 BELD.9534 WIRE,4C,#24,SHIELD,PVC .79 237.00
=========
Sub Total 2,697.00
WIRE, CABLE, AND HARDWARE
=====================================================================================
Quantity Description Price Extension
=====================================================================================
1.00 CRIMPS, TIES & FASTENERS 250.00 250.00
1.00 CABLES & CONNECTORS 300.00 300.00
1.00 RACK HARDWARE 300.00 300.00
1.00 DISPLAY HARDWARE 200.00 200.00
26.00 CADD.SLK15L2 CABL,1.5MM,6.6'W/HOOK,44LB LMT 10.00 260.00
=========
Sub Total 1,310.00
INTEGRATION SERVICES (TIPS CONTRACT, #171001)
=====================================================================================
Quantity Description Price Extension
=====================================================================================
DESIGN, ENGINEERING, FABRICATION,
PROJECT MANAGEMENT, INSTALLATION,
COMMISSIONING, TRAINING AND WARRANTY 48,480.00 48,480.00
=========
Sub Total 48,480.00
=========
Merchandise: 56,841.00
Integration: 48,480.00
Other: .00
Freight: .00
Sales Tax: .00
=========
Total Amount: 105,321.00
E. COST SUMMARY AND TERMS
PROPOSED TOTAL: $105,321.00
PREVENTATIVE MAINTENANCE: $1,625.00
ALTERNATIVE LEASING OPTION: $3,275.00 (estimated monthly payment)
City of Southlake Ford Audio-Video Systems, LLC
3rd Floor Divisible Rooms AV Upgrade Submitted By: Eamon Coy, Account Manager
September 11, 2020 Page 12 of 18
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\3rd Floor Divisible Room - 217146\Proposal-Final\sckm-COYE-CSTXGRA-EC17146C-3rd
Floor Divisible Rooms.docx, 9/11/2020 8:12 AM) Page 12 of 18 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.
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% invoiced upon completion.
All invoices are due Net 30.
ALTERNATIVE LEASING OPTION:
As an alternate to the payment terms identified above, Ford offers a leasing option for the
equipment and work defined in this proposal. This proposal provides an approximate
monthly payment for hardware, software, and services based upon the contract type and
duration of the projected payments in months. Additional monthly durations are available
upon request. The pricing in this proposal is valid for thirty (30) days from the date on
this proposal.
The payment for a 36-month lease, based on the 'Total Amount' shown above is
approximately, $3,275.00, subject to credit approval and terms of the lease agreement.
This amount is subject to change based on the final lease agreement conditions, the
stipulations of the leasing company, and any contract change orders. The estimated
monthly lease payment does not include any optional pricing outlined in this proposal.
The actual lease payment and duration of the lease will be confirmed upon final selection
of options by the Customer. Contract change orders can be added to the lease amount. Any
change orders will affect the financed payment amount, duration of the lease agreement,
or both the financed amount and lease agreement duration.
If the Customer finances this system, Customer's payment obligations for the system will
be with the finance company. The Customer will have no obligation to pay Ford upon
Customer granting authorization to the finance company to disburse funds to Ford.
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 enclosed contract signed by the Customer and/or a Customer
provided and Ford approved purchase order that specifically accepts and includes ALL
terms and conditions outlined in this proposal, along with any payment terms and
provisions included in this proposal before the agreement will be considered fully accepted
City of Southlake Ford Audio-Video Systems, LLC
3rd Floor Divisible Rooms AV Upgrade Submitted By: Eamon Coy, Account Manager
September 11, 2020 Page 13 of 18
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\3rd Floor Divisible Room - 217146\Proposal-Final\sckm-COYE-CSTXGRA-EC17146C-3rd
Floor Divisible Rooms.docx, 9/11/2020 8:12 AM) Page 13 of 18 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.
and executed by Ford. Receipt of the above mentioned documents and payments is a
condition precedent to Ford's obligation to perform any work contemplated under this
contract, 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 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, fuse s, 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
City of Southlake Ford Audio-Video Systems, LLC
3rd Floor Divisible Rooms AV Upgrade Submitted By: Eamon Coy, Account Manager
September 11, 2020 Page 14 of 18
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\3rd Floor Divisible Room - 217146\Proposal-Final\sckm-COYE-CSTXGRA-EC17146C-3rd
Floor Divisible Rooms.docx, 9/11/2020 8:12 AM) Page 14 of 18 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.
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
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 without prior approval from Ford.
h. Any adjustments made by the Customer or the Customer's agent(s), other than routine
operational adjustments, including adjustments or changes to the Software, will not be
covered under this warranty statement. Re-calibration of settings will 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, including any changes to
the Software, will 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.
City of Southlake Ford Audio-Video Systems, LLC
3rd Floor Divisible Rooms AV Upgrade Submitted By: Eamon Coy, Account Manager
September 11, 2020 Page 15 of 18
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\3rd Floor Divisible Room - 217146\Proposal-Final\sckm-COYE-CSTXGRA-EC17146C-3rd
Floor Divisible Rooms.docx, 9/11/2020 8:12 AM) Page 15 of 18 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.
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
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.
City of Southlake Ford Audio-Video Systems, LLC
3rd Floor Divisible Rooms AV Upgrade Submitted By: Eamon Coy, Account Manager
September 11, 2020 Page 16 of 18
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\3rd Floor Divisible Room - 217146\Proposal-Final\sckm-COYE-CSTXGRA-EC17146C-3rd
Floor Divisible Rooms.docx, 9/11/2020 8:12 AM) Page 16 of 18 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.
c. Ford will provide in-person presentation(s), as needed, including presentation materials
such as PowerPoint or Prezi presentation.
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 an d/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 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.
City of Southlake Ford Audio-Video Systems, LLC
3rd Floor Divisible Rooms AV Upgrade Submitted By: Eamon Coy, Account Manager
September 11, 2020 Page 17 of 18
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\3rd Floor Divisible Room - 217146\Proposal-Final\sckm-COYE-CSTXGRA-EC17146C-3rd
Floor Divisible Rooms.docx, 9/11/2020 8:12 AM) Page 17 of 18 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) 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.
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 Coy
Account Manager
Voice: 972-241-9966
E-mail: coye@fordav.com
Website: www.fordav.com
City of Southlake Ford Audio-Video Systems, LLC
3rd Floor Divisible Rooms AV Upgrade Submitted By: Eamon Coy, Account Manager
September 11, 2020 Page 18 of 18
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\3rd Floor Divisible Room - 217146\Proposal-Final\sckm-COYE-CSTXGRA-EC17146C-3rd
Floor Divisible Rooms.docx, 9/11/2020 8:12 AM) Page 18 of 18 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 $105,321.00, for the purchase and installation of equipment and services described in the attached
proposal.
PREVENTATIVE MAINTENANCE: $1,625.00 __________________________
Customer Accepts
ALTERNATIVE LEASING ESTIMATED $3,275.00 __________________________
MONTHLY PAYMENT: 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 Coy Authorized Signature
Account Manager
_________________________________ _________________________________
Mathew Scott Hall Printed Name and Title
Vice President
_________________________________ _________________________________
Date Date
4901 Statesman Drive, Irving, TX 75063 972-241-9966 www.fordav.com
September 11, 2020
Ms. Kodi Wilder
City of Southlake
1400 Main Street
Southlake, TX 76092
RE: Executive Conference Room AV Upgrade
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 Coy Mathew Scott Hall
Account Manager Vice President
Voice: 972-241-9966
Email: coye@fordav.com
Website: www.fordav.com
City of Southlake Ford Audio-Video Systems, LLC
Executive Conference Room AV Upgrade Submitted By: Eamon Coy, Account Manager
September 11, 2020 Page 2 of 15
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\3rd Floor Divisible Room - 217146\Proposal-Final\sckm-COYE-CSTXGRA-EC17146d-
Executive Conference Room.docx, 9/11/2020 8:26 AM) Page 2 of 15 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, 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, TX (Customer) in
their remodel project:
1. EXECUTIVE CONFERENCE ROOM 268
a. EQUIPMENT RACK
1) Two (2) 12-space equipment racks shall be provided and installed in the owner
furnished equipment (OFE) credenza on the west wall of the room to house AV
equipment.
2) Two (2) 15-amp power distributors shall be provided and mounted in the
equipment racks.
3) One (1) uninterrupted power supply shall be provided and installed in the
equipment rack.
4) Customer is responsible for providing LAN connection and power to rack location
on the west wall.
b. VIDEO/CONTROL SYSTEM
1) OFE projector and projection screen shall be removed and handed over to the
Customer.
2) One (1) 6,000 lumen, WUXGA projector shall be provided and installed in the
ceiling in place of the removed projector.
3) One (1) 124” diagonal fixed projection screen with trim kit shall be provided and
installed on the west wall in place of the removed screen.
4) Ford shall install one (1) OFE PC in the equipment rack.
City of Southlake Ford Audio-Video Systems, LLC
Executive Conference Room AV Upgrade Submitted By: Eamon Coy, Account Manager
September 11, 2020 Page 3 of 15
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of the parties hereto and is not for general distribution within or outside their respective companies.
5) One (1) 10-port gigabit, PoE, managed network switch shall be provided and
installed in the equipment rack to provide data signal routing in the AV system.
6) One (1) video matrix switcher and control system processor shall be provided and
installed in the equipment rack.
7) One (1) 7” touchpanel interface shall be provided and installed on the wall in a
location to be determined by Ford and the Customer to provide room control and
AV signal routing.
a) The touch panel shall be programmed with capabilities including but not
limited to:
i. System on/off
ii. Video source selection
iii. Audio source selection
iv. Volume control
v. Record start/stop
b) The touch panel and/or iPad shall be programmed to have Council
Chambers audio feed as a selectable input.
8) One (1) wireless access point shall be provided, installed in the ceiling, and
connected to the control system to provide room control and AV signal routing by
an OFE iPad. OFE iPad will be provided by Customer in advance of install.
9) One (1) OFE HDMI transmitter shall remain in place under the conference table
and be connected to the video switcher.
10) One (1) additional HDMI transmitter shall be provided and installed under the
conference table.
11) One (1) conferencing camera with 15x zoom lens shall be provided, installed on
the west wall, and connected to the OFE computer in the rack.
c. AUDIO SYSTEM
1) One (1) digital signal processor (DSP) with 12-inputs and 8-outputs shall be
provided and installed in the equipment rack to route audio signals.
2) One (1) 200-watt audio amplifier shall be provided, installed in the equipment
rack, and connected to the DSP.
3) Six (6) OFE ceiling mounted speakers shall remain in place and be connected to
the audio amplifier.
City of Southlake Ford Audio-Video Systems, LLC
Executive Conference Room AV Upgrade Submitted By: Eamon Coy, Account Manager
September 11, 2020 Page 4 of 15
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of the parties hereto and is not for general distribution within or outside their respective companies.
4) One (1) OFE ceiling microphone array shall be removed and handed over to the
Customer.
a) The corresponding OFE microphone processor shall be removed from the
Council Chambers equipment rack and handed over to the Customer.
5) One (1) microphone array with internal processing shall be provided, installed in
the ceiling above the conference table, and connected to the DSP.
6) One (1) networked audio recording device shall be provided and installed in the
equipment rack.
7) Customer is responsible for providing connection to internal telephony system for
POTS or VoIP telephone calls.
2. 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. Existing or Customer provided conduit and raceway must be in good condition for use and
be sized appropriately for the requirements of the project.
e. 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.
f. Providing and preparing adequate space for the location of equipment, speakers, 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.
City of Southlake Ford Audio-Video Systems, LLC
Executive Conference Room AV Upgrade Submitted By: Eamon Coy, Account Manager
September 11, 2020 Page 5 of 15
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of the parties hereto and is not for general distribution within or outside their respective companies.
g. 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.
h. 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.
i. 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.
j. Ford is not licensed for and does not perform any electrical, carpentry, painting, masonry,
or carpet laying work.
3. FORD SHALL BE RESPONSIBLE FOR:
a. Providing line drawings for systems and equipment manuals electronically at no cost
b. Fabrication and installation of audio and video systems
c. Providing recommendations for electrical power and conduits, to be provided and installed
by the electrical contractor, for the audio, video, and control systems
d. Installation of low voltage audio and video wiring for systems
e. Electronic testing of audio systems
f. Testing and alignment of video systems
g. Training
h. Warranty service
i. Providing as-built drawings with wire numbers and labels
4. 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
City of Southlake Ford Audio-Video Systems, LLC
Executive Conference Room AV Upgrade Submitted By: Eamon Coy, Account Manager
September 11, 2020 Page 6 of 15
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of the parties hereto and is not for general distribution within or outside their respective companies.
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 contac t 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 one (1) week. 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 six (6) to eight (8) weeks prior to the beginning
of actual installation at your facility. The total time required to complete the project shall be
approximately eight (8) 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
EXECUTIVE CONFERENCE ROOM (TIPS CONTRACT, #171001)
=====================================================================================
Quantity Description Price Extension
=====================================================================================
2.00 KRAM.W-45 ACCE,RJ45,CAT6,WALL PLATE INSE 25.00 50.00
2.00 KRAM.W-2UC ACCE,DOUBLE USB CHARGER 93.00 186.00
1.00 KRAM.UTBUS-1XL ACCE,UNDER TABLE PASS-THRU UNI 39.00 39.00
1.00 KRAM.W-H ACCE,HDMI,WALL PLATE INSERT 25.00 25.00
1.00 MERS.SP-8100-E1 ACCE,POD,GEN3,4USER,1 YR WARR 1,019.00 1,019.00
1.00 MERS.SP-8301-E POWER SUPPLY SOLTICE POD GEN3 20.00 20.00
1.00 CRES.DMPS34K250 4K DM SWITCHER/PROCESSOR/DSP 4,800.00 4,800.00
1.00 BIAM.TESFORDAVT 12X8 DSP W/DANTE VOIP POTS USB 2,939.00 2,939.00
1.00 CISC.SG35010MPK DATA,10-PORT GIGABIT POE MANAG 611.00 611.00
1.00 CRES.PW-5430DUS POWER PACK;REPLACES PW-4830DUS 300.00 300.00
1.00 DENO.DN-700R RECO,NETWORKABLE,SD/USB RECORD 509.00 509.00
1.00 EPSO.V11H941020 PROJ,PROL1060U,WUXGA,6000LMN 6,372.00 6,372.00
1.00 EPSO.V12H004U04 LENS,ELPLU04,SHORT#2,0.87-1.06 2,804.00 2,804.00
1.00 CHIE.RPMCU UNIVERSAL RPMA 180.00 180.00
1.00 SCRE.ZPW124SL12 SCRE,FIXED,16:10,SLATE1.2,124D 2,720.00 2,720.00
1.00 SHUR.MXA910W-A MIC,2'X2',CEIL ARRAY,W/INT DPS 4,219.00 4,219.00
1.00 CRES.TSW760BS DISP.TOU.7" TOUCHSCREEN 840.00 840.00
1.00 IPOR.71000 LUXEPORT BASESTATION BLK 400.00 400.00
1.00 IPOR.71015 LX CASE PRO 10.5 BLACK 299.00 299.00
City of Southlake Ford Audio-Video Systems, LLC
Executive Conference Room AV Upgrade Submitted By: Eamon Coy, Account Manager
September 11, 2020 Page 7 of 15
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of the parties hereto and is not for general distribution within or outside their respective companies.
1.00 CONT.5114-001 232-ATSC 4K - HDTV TUNER 880.00 880.00
1.00 CRES.DMRMC4KZ10 RECE,DM,4K60 ROOM CNTL 540.00 540.00
1.00 LOGI.960-001226 CAME,15X, 4K, RALLY WEBCAM 1,260.00 1,260.00
1.00 QSC.SPA2-200 AMP, 1/2 RACK 1U, 200 WATT 514.00 514.00
1.00 CRES.DMRMC4KZSC RECE,DM 4K RECEIVER & SCALER 1,080.00 1,080.00
1.00 CRES.DMTX4K302C 2 HDMI 1 VGA DM TRANSMITTER 1,200.00 1,200.00
1.00 SHUR.A910-HCM MXA910 HARD CEILING MOUNT 224.00 224.00
1.00 CISC.CBW240AC-B DATA,4X4 WAVE 2 ACCESS POINT 166.00 166.00
1.00 CISC.CONSNTCBW2 1YR MAINT SUBSCRIPTION 14.00 14.00
=========
Sub Total 34,210.00
OFE EQUIPMENT
=====================================================================================
Quantity Description Price Extension
=====================================================================================
1.00 OFE TABLE BOX .00 .00
1.00 OFE PC .00 .00
1.00 OFE CREDENZA .00 .00
1.00 OFE CEILING BOX .00 .00
1.00 OFE SPEAKER SYSTEM .00 .00
1.00 OFE CATV/RF FEED .00 .00
1.00 OFE APPLE IPAD .00 .00
=========
Sub Total .00
BULK CABLE
=====================================================================================
Quantity Description Price Extension
=====================================================================================
500.00 CRES.DMCBLULTRP WIRE,DM 4K ULTRA PLENUM 2.27 1,135.00
500.00 WEST.254246F-BK WIRE, 4PR 23G SHLD CAT6 CMP 1.00 500.00
250.00 WEST.25226B WIRE,2C,14 GUAGE,PLENUM,SPEAK. .28 70.00
200.00 BELD.9451P WIRE,1PR,#22,SHIELD,PLENUM .47 94.00
=========
Sub Total 1,799.00
PRE MADE CABLES (TIPS CONTRACT, #171001)
=====================================================================================
Quantity Description Price Extension
=====================================================================================
5.00 COMP.MHD18G6BLK CABL,6',MICROFLEX,HDMI,18G,BLK 26.00 130.00
1.00 COMP.MHD18G3BLK CABL,3',MICROFLEX,HDMI,18G,BLK 19.00 19.00
=========
Sub Total 149.00
RACK EQUIPMENT (TIPS CONTRACT, #171001)
=====================================================================================
Quantity Description Price Extension
=====================================================================================
2.00 MIDD.PD-915R POWE,9OUT,15A,RCKMT,POWER STR 116.00 232.00
9.00 MIDD.EB1 PANE,1 SPACE(1 3/4") FLANGED 8.00 72.00
2.00 MIDD.CFR-12-20 RACK,12SP,CAB FRAME RACK,20"D 335.00 670.00
City of Southlake Ford Audio-Video Systems, LLC
Executive Conference Room AV Upgrade Submitted By: Eamon Coy, Account Manager
September 11, 2020 Page 8 of 15
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of the parties hereto and is not for general distribution within or outside their respective companies.
1.00 MIDD.UPSS1000R UPS BACKUP POWER,1000VA,120V 729.00 729.00
2.00 MIDD.5-RS20 ACCE,RACK,SLIM 5 RUNNER 35.00 70.00
8.00 MIDD.LBP-1.5 LACING,BAR,ROUND 8.00 64.00
1.00 MIDD.BR1 PANE,1 SP 1 3/4" BRUSH GR PANE 50.00 50.00
1.00 MIDD.U1V 1SP VENTED UTILITY SHELF 43.00 43.00
1.00 MIDD.PD815SCPBS POWE,STRIP,8 OUTLET,VRS SHELF 126.00 126.00
1.00 MIDD.U2V RACK,2 SPACE VENTED RACKSHELF 57.00 57.00
1.00 MIDD.CAB-COOL-2 CABINET COOL SYSTEM, DUAL 184.00 184.00
1.00 MIDD.EB1FAVLOGO PANE,1 SP,W/FAV LOGO 18.00 18.00
=========
Sub Total 2,315.00
MISC HARDWARE
=====================================================================================
Quantity Description Price Extension
=====================================================================================
1.00 CRIMPS, TIES & FASTENERS 50.00 50.00
1.00 CABLES & CONNECTORS 100.00 100.00
1.00 RACK HARDWARE 100.00 100.00
1.00 DISPLAY HARDWARE 150.00 150.00
=========
Sub Total 400.00
INTEGRATION SERVICES (TIPS CONTRACT, #171001)
=====================================================================================
Quantity Description Price Extension
=====================================================================================
DESIGN, ENGINEERING, FABRICATION,
PROJECT MANAGEMENT, INSTALLATION,
COMMISSIONING, TRAINING AND WARRANTY 22,916.00
=========
Sub Total 22,916.00
=========
Merchandise: 38,873.00
Integration: 22,916.00
Other: .00
Freight: .00
Sales Tax: .00
=========
Total Amount: 61,789.00
E. COST SUMMARY AND TERMS
PROPOSED TOTAL: $61,789.00
PREVENTATIVE MAINTENANCE: $1,000.00
ALTERNATIVE LEASING OPTION: $1,930.00 (estimated monthly payment)
City of Southlake Ford Audio-Video Systems, LLC
Executive Conference Room AV Upgrade Submitted By: Eamon Coy, Account Manager
September 11, 2020 Page 9 of 15
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of the parties hereto and is not for general distribution within or outside their respective companies.
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% invoiced upon completion.
All invoices are due Net 30.
ALTERNATIVE LEASING OPTION:
As an alternate to the payment terms identified above, Ford offers a leasing option for the
equipment and work defined in this proposal. This proposal provides an approximate
monthly payment for hardware, software, and services based upon the contract type and
duration of the projected payments in months. Additional monthly durations are available
upon request. The pricing in this proposal is valid for thirty (30) days from the date on
this proposal.
The payment for a 36-month lease, based on the 'Total Amount' shown above is
approximately, $1,930.00, subject to credit approval and terms of the lease agreement.
This amount is subject to change based on the final lease agreement conditions, the
stipulations of the leasing company, and any contract change orders. The estimated
monthly lease payment does not include any optional pricing outlined in this proposal.
The actual lease payment and duration of the lease will be confirmed upon final selection
of options by the Customer. Contract change orders can be added to the lease amount. Any
change orders will affect the financed payment amount, duration of the lease agreement,
or both the financed amount and lease agreement duration.
If the Customer finances this system, Customer's payment obligations for the system will
be with the finance company. The Customer will have no obligation to pay Ford upon
Customer granting authorization to the finance company to disburse funds to Ford.
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 enclosed contract signed by the Customer and/or a Customer
provided and Ford approved purchase order that specifically accepts and includes ALL
terms and conditions outlined in this proposal, along with any payment terms and
provisions included in this proposal before the agreement will be considered fully accepted
and executed by Ford. Receipt of the above mentioned documents and payments is a
City of Southlake Ford Audio-Video Systems, LLC
Executive Conference Room AV Upgrade Submitted By: Eamon Coy, Account Manager
September 11, 2020 Page 10 of 15
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of the parties hereto and is not for general distribution within or outside their respective companies.
condition precedent to Ford's obligation to perform any work contemplated under this
contract, 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 reserves the right to stop work on the project until all payments are re ceived
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
City of Southlake Ford Audio-Video Systems, LLC
Executive Conference Room AV Upgrade Submitted By: Eamon Coy, Account Manager
September 11, 2020 Page 11 of 15
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of the parties hereto and is not for general distribution within or outside their respective companies.
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
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 without prior approval from Ford.
h. Any adjustments made by the Customer or the Customer's agent(s), other than routine
operational adjustments, including adjustments or changes to the Software, will not be
covered under this warranty statement. Re-calibration of settings will 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, including any changes to
the Software, will 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.
City of Southlake Ford Audio-Video Systems, LLC
Executive Conference Room AV Upgrade Submitted By: Eamon Coy, Account Manager
September 11, 2020 Page 12 of 15
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of the parties hereto and is not for general distribution within or outside their respective companies.
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
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.
City of Southlake Ford Audio-Video Systems, LLC
Executive Conference Room AV Upgrade Submitted By: Eamon Coy, Account Manager
September 11, 2020 Page 13 of 15
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\3rd Floor Divisible Room - 217146\Proposal-Final\sckm-COYE-CSTXGRA-EC17146d-
Executive Conference Room.docx, 9/11/2020 8:26 AM) Page 13 of 15 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.
c. Ford will provide in-person presentation(s), as needed, including presentation materials
such as PowerPoint or Prezi presentation.
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 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.
City of Southlake Ford Audio-Video Systems, LLC
Executive Conference Room AV Upgrade Submitted By: Eamon Coy, Account Manager
September 11, 2020 Page 14 of 15
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\3rd Floor Divisible Room - 217146\Proposal-Final\sckm-COYE-CSTXGRA-EC17146d-
Executive Conference Room.docx, 9/11/2020 8:26 AM) Page 14 of 15 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) 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.
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 propr ietary 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 Coy
Account Manager
Voice: 972-241-9966
E-mail: coye@fordav.com
Website: www.fordav.com
City of Southlake Ford Audio-Video Systems, LLC
Executive Conference Room AV Upgrade Submitted By: Eamon Coy, Account Manager
September 11, 2020 Page 15 of 15
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Executive Conference Room.docx, 9/11/2020 8:26 AM) Page 15 of 15 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 $61,789.00, for the purchase and installation of equipment and services described in the attached
proposal.
PREVENTATIVE MAINTENANCE: $1,000.00 __________________________
Customer Accepts
ALTERNATIVE LEASING ESTIMATED $1,930.00 __________________________
MONTHLY PAYMENT: 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 Coy Authorized Signature
Account Manager
_________________________________ _________________________________
Mathew Scott Hall Printed Name and Title
Vice President
_________________________________ _________________________________
Date Date