Item 4P - 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 4P: Approve the proposal from Ford Audio-Video Systems,
LLC designed to overhaul and expand the camera coverage within
Town Square in an amount not to exceed $700,000.
Action
Requested: Approve partnering with Ford Audio-Video Systems, LLC to
overhaul and expand the camera coverage within Town
Square in an amount not to exceed $700,000.
Background
Information: The Town Square cameras were first implemented in 2007.
Over the last thirteen (13) years, there have been no major
upgrades to the system. The Information Technology
Department has just completed maintenance and repairs on
the cameras, wiring, etc. on an as-needed basis. Due to the
age and deterioration of the equipment, as well as the
expansive advancement in technology, a complete overhaul
of the system is required to meet industry and Police Service
standards.
This overhaul will be considered phase two of the Town
Square camera project. It will encompass the north/northeast
side of Town Square from Federal Way up to Division Street.
Ford Audio-Video Systems, LLC is an industry leader and
has provided the following recommendations based on
issues presented by staff.
• Increase overall camera count, giving us a total of
56 cameras for complete coverage throughout the
area.
• Replace all existing cameras, and increase
camera count, with the Avigilon camera line. This
line features remote focus and zoom control, self-
learning analytics, unusual motion detection
technology, advanced object detection, and
classification capabilities. All of which is produced
and manufactured within the United States.
• Replace wiring with CAT6, outdoor rated wire.
• Redo entire electrical supply.
• Install managed network switches and wireless
data transmitters/receivers.
Honorable Mayor and City Council
Page 2 of 2
• Two (2) Network Video Recorders (NVR) will be
installed in the server room in Town Hall setting
the stage for recommended data retention.
• Setup, install, and train staff on the new video
management software with AI (artificial
intelligence)-enabled user interface.
The completion of this project will eliminate video
surveillance issues within the north/northeast area of Town
Square. It will also set the foundation for future video
surveillance projects through the City, as well as the data
retention policy related to surveillance footage.
Financial
Considerations: The 2021 approved budget included $700,000 for year two
of the camera project. This area is located within the TIRZ
boundaries, therefore the project was budgeted and
approved through the TIRZ Fund.
Strategic Link: This agenda item is linked to the Southlake Strategy Map
through the following objectives:
• C1 Achieve the highest standards of safety and
security
• B5 Enhance service delivery through continual
process improvement
• B6 Optimize the use of technology
Citizen Input/
Board Review: No requirement exists.
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 limitations and
issues, and understanding the impact towards the
City.
2. Direct staff to explore revisions to scope of work
and amend the agreement to reflect those
revisions.
Honorable Mayor and City Council
Page 2 of 2
Supporting
Documents: Proposal 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 14, 2020
Ms. Kodi Wilder
City of Southlake
1400 Main Street
Southlake, TX 76092
RE: Phase 2 Town Square CCTV
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, #190703. 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
Phase 2 Town Square CCTV Submitted By: Eamon Coy, Account Manager
September 14, 2020 Page 2 of 17
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\_Phase 2 Town Square CCTV - 232016\Proposal-Final\sckm-COYE-CSTXGRA-232016-Phase
2 Town Square CCTV.docx, 9/14/2020 12:33 PM) Page 2 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the
parties hereto and is not for general distribution within or outside their respective companies.
Proposal
For
City of Southlake, Southlake, TX
A. INTRODUCTION
This proposal provides a description of the technology incorporated into the systems, lists the major
equipment and components, and states the terms, conditions, and responsibilities. Individual components
and quantities may be changed, deleted, added, or designated as optional to be added to the system at a
future date.
B. DESCRIPTION OF WORK
Ford shall supply and install the following systems for City of Southlake of Southlake, TX (Customer) in
their remodel project:
1. CAMERA TYPES - Ford shall supply and install the following camera assemblies identified by
their ‘Type’ at the locations identified in the following scope of work.
a. Type A camera assembly: Avigilon 32C-H4A-4MH-360, four (4) x 8MP (multi-head)
4.0mm lens, with 360֯ view; includes dome bubble and outdoor pendant mount and IR
illuminator ring
1) Type A.1 with wall mount adaptor
2) Type A.2 with pole mount adaptor
b. Type B camera Assembly: Avigilon 24C-H4A-3MH-180, three (3) x 8MP (multi-head),
5.2mm lens, with 180֯ view; includes dome bubble and outdoor pendant mount and wall
mount adaptor and IR illuminator ring
1) Type B.1 with wall mount adaptor
2) Type B.2 with pole mount adaptor
c. Type C camera assembly: Avigilon 5.0C-H5A-BO2-IR
d. Type D camera assembly: Avigilon 6.0C-H5A-BO1-IR
e. Type E camera assembly: Avigilon 16L-H4PRO-B
f. Type F camera assembly: Avigilon 8.0H5A-BO1-IR, single 8MP, 4.9-8mm lens
g. All cameras shall be equipped with the Avigilon ACC 7 Enterprise Edition camera license
City of Southlake Ford Audio-Video Systems, LLC
Phase 2 Town Square CCTV Submitted By: Eamon Coy, Account Manager
September 14, 2020 Page 3 of 17
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\_Phase 2 Town Square CCTV - 232016\Proposal-Final\sckm-COYE-CSTXGRA-232016-Phase
2 Town Square CCTV.docx, 9/14/2020 12:33 PM) Page 3 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the
parties hereto and is not for general distribution within or outside their respective companies.
2. SURFACE PARKING LOTS
a. Five (5) Type A.2 cameras shall be provided and mounted on existing lamp posts to provide
360 degree coverage of the West surface lot.
b. One (1) Type D camera shall be provided and mounted on an existing lamp post to capture
the vehicle entrance on the West side.
c. Five (5) Type A.2 cameras shall be provided and mounted on existing lamp posts to capture
360 degree footage of the East surface lot.
3. BUILDING ONE (Hilton Hotel)
a. Three (3) Type E cameras shall be provided and mounted on the north-facing edge of the
roof to provide coverage of the Division Street area.
4. BUILDING TWO (Trulucks Restaurant)
a. One (1) Type B camera shall be provided and mounted on the west-facing roof to provide
coverage of the State Street area.
b. One (1) Type B camera shall be provided and mounted on the north-facing roof to provide
coverage of the Division Street area.
c. One (1) Type B camera shall be provided and mounted on the east-facing roof to provide
coverage of the Grand Avenue area.
5. BUILDING THREE (Coach, Clarks)
a. One (1) Type B camera shall be provided and mounted on the northwest roof corner to
provide coverage of the State Street area.
b. One (1) Type B camera shall be provided and mounted on the northeast roof corner to
provide coverage of the Grand Avenue area.
c. One (1) Type B camera shall be provided and mounted on the southwest roof to provide
coverage of the State Street area.
d. One (1) Type C camera shall be provided and mounted on the east-facing roof to provide
coverage of the Park & Plaque area.
e. One (1) Type E camera shall be provided and mounted on the west-facing roof to provide
coverage of the sidewalk on the south side of the Hilton Hotel.
6. BUILDING FOUR (J. Crew, Fossil)
a. One (1) Type B camera shall be provided and mounted on the northwest roof corner to
provide coverage of the State Street area.
City of Southlake Ford Audio-Video Systems, LLC
Phase 2 Town Square CCTV Submitted By: Eamon Coy, Account Manager
September 14, 2020 Page 4 of 17
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\_Phase 2 Town Square CCTV - 232016\Proposal-Final\sckm-COYE-CSTXGRA-232016-Phase
2 Town Square CCTV.docx, 9/14/2020 12:33 PM) Page 4 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the
parties hereto and is not for general distribution within or outside their respective companies.
b. One (1) Type B camera shall be provided and mounted on the east-facing roof to provide
coverage of the Grand Avenue area.
7. BUILDING FIVE (Anthropologie)
a. One (1) Type E camera shall be provided and mounted on the north-facing roof to provide
coverage of the Grand Avenue area and the intersection with Federal Way.
8. BUILDING SIX (J. Jill)
a. One (1) Type E camera shall be provided and mounted on the north-facing roof to provide
coverage of the Grand Avenue area and the intersection with Federal Way.
9. BUILDING SEVEN (Kendra Scott)
a. One (1) Type B camera shall be provided and mounted on the east-facing roof to provide
coverage of the Grand Avenue area.
b. One (1) Type F camera shall be provided and mounted on the north-facing roof to provide
coverage of the Fountain area.
10. BUILDING EIGHT (Brighton, Pandora)
a. One (1) Type B camera shall be provided and mounted on the north-facing roof to provide
coverage of the Federal Way area.
11. BUILDING NINE (Sunglasses Hut, LOFT)
a. One (1) Type C camera shall be provided and mounted on the west-facing roof to provide
coverage of the Park & Plaque area.
b. One (1) Type B camera shall be provided and mounted on the north-facing roof to provide
coverage of the Plaza Place/Grand Avenue intersection.
c. Two (2) Type B cameras shall be provided and mounted on the east-facing roof to provide
coverage of the service alley.
12. BUILDING TEN (Barnes & Noble)
a. One (1) Type E camera shall be provided and mounted on the southwest roof corner to
provide coverage of the Grand Avenue area and the intersection with Federal Way.
b. One (1) Type E camera shall be provided and mounted on the northwest roof corner to
provide coverage of the vehicle entrance from the Hwy 114 Service Road.
c. One (1) Type E camera shall be provided and mounted on the northwest roof corner to
provide coverage of the sidewalk area to the north of Trulucks and the Hilton Hotel.
d. One (1) Type E camera shall be provided and mounted on the southeast roof corner to
provide coverage of the Grand Avenue area and the intersection with Federal Way.
City of Southlake Ford Audio-Video Systems, LLC
Phase 2 Town Square CCTV Submitted By: Eamon Coy, Account Manager
September 14, 2020 Page 5 of 17
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\_Phase 2 Town Square CCTV - 232016\Proposal-Final\sckm-COYE-CSTXGRA-232016-Phase
2 Town Square CCTV.docx, 9/14/2020 12:33 PM) Page 5 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the
parties hereto and is not for general distribution within or outside their respective companies.
e. One (1) Type B camera shall be provided and mounted on the south-facing roof to provide
coverage of the Grand Avenue area.
f. Two (2) Type B cameras shall be provided and mounted on the north-facing roof to provide
coverage of the Division Street area.
g. One (1) Type F camera shall be provided and mounted on the northwest roof corner to
provide coverage of the Grand Avenue / Division Street intersection.
13. BUILDING ELEVEN (Cheesecake Factory)
a. One (1) Type B camera shall be provided and mounted on the north-facing roof to provide
coverage of the Division Street area.
b. One (1) Type B camera shall be provided and mounted on the south-facing roof to provide
coverage of the Plaza Place area.
14. BUILDING TWELVE (Harkins Movie Theatre)
a. One (1) Type E camera shall be provided and mounted on the northwest roof corner to
provide coverage of the Division Street / Service Alley intersection.
b. One (1) Type E camera shall be provided and mounted on the northeast roof corner to
provide coverage of the Division Street / Central Avenue intersection.
c. Two (2) Type B cameras shall be provided and mounted on the west-facing roof to provide
coverage of the Service Alley area.
d. Four (4) Type B cameras shall be provided and mounted on the east-facing roof to provide
coverage of the Central Avenue area.
e. One (1) Type B camera shall be provided and mounted on the south-facing roof to provide
coverage of the Federal Way area.
f. One (1) Type B camera shall be provided and mounted on the north-facing roof to provide
coverage of the Division Street area.
15. BUILDING THIRTEEN (Brio)
a. One (1) Type C camera shall be provided and mounted on the south-facing roof line to
provide coverage of the park and plaque area.
16. EAST PARKING GARAGE
a. Two (2) Type B cameras shall be provided and mounted on the north-facing exterior wall
to provide coverage of the Federal Way area.
17. DATA NETWORKING AND TRANSMISSION
City of Southlake Ford Audio-Video Systems, LLC
Phase 2 Town Square CCTV Submitted By: Eamon Coy, Account Manager
September 14, 2020 Page 6 of 17
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\_Phase 2 Town Square CCTV - 232016\Proposal-Final\sckm-COYE-CSTXGRA-232016-Phase
2 Town Square CCTV.docx, 9/14/2020 12:33 PM) Page 6 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the
parties hereto and is not for general distribution within or outside their respective companies.
a. All cameras shall be connected with CAT6 wire to powered network switches/transponders
on Buildings 1 through 12.
1) Transponders shall be connected wirelessly to 24 GHz, 2 Gbps+backhaul data
transceivers
b. One (1) 24 GHz, 2 Gbps+backhaul, wireless data transmitter/receiver shall be provided
and installed on the roof of the Harkins Movie Theatre.
c. One (1) 24 GHz, 2 Gbps+backhaul, wireless data transmitter/receiver shall be provided
and installed on the roof of the Hilton Hotel.
d. Two (2) 24 GHz, 2 Gbps+backhaul, wireless data transmitter/receiver shall be provided
and installed on the roof of the Town Hall building and connected to the servers.
e. Two (2) 96-TB Avigilon HD Network Video Recorders shall be provided and installed in
the owner furnished equipment (OFE) equipment racks in the server room on the first floor
of Town Hall. The exact locations shall be coordinated prior to installation.
f. One (1) 128-TB Avigilon HD Network Video Recorders shall be provided and installed in
the OFE equipment racks in the server room on the first floor of Town Hall. The exact
locations shall be coordinated prior to installation.
18. ELECTRICAL
a. Electrical, conduit, and roofing work for all camera endpoints is included in this proposal
1) All electrical work, conduit and raceway installation, and roof penetrations shall
be completed by licensed and insured trade contractors and permitted for approval
by Southlake AHJ.
19. 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.
City of Southlake Ford Audio-Video Systems, LLC
Phase 2 Town Square CCTV Submitted By: Eamon Coy, Account Manager
September 14, 2020 Page 7 of 17
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\_Phase 2 Town Square CCTV - 232016\Proposal-Final\sckm-COYE-CSTXGRA-232016-Phase
2 Town Square CCTV.docx, 9/14/2020 12:33 PM) Page 7 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the
parties hereto and is not for general distribution within or outside their respective companies.
d. 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, CCTV cameras, 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.
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.
k. The Customer shall advise Ford in writing prior to signing a contract agreement regarding
the existence of asbestos in any area that Ford may be required to work. The Ford safety
policy does not allow any employee to perform work if any asbestos hazard exists. If
asbestos is detected, Ford employees will be removed from the location until the location
can be made safe in compliance with OSHA standard (1926.1101). Any incurred
expenses related to the stoppage of work will be the responsibility of the Customer.
20. FORD SHALL BE RESPONSIBLE FOR:
a. Providing line drawings for systems and equipment manuals electronically at no cost
b. Fabrication and installation of CCTV video systems
c. Providing recommendations for electrical power and conduits, to be provided and installed
by the electrical contractor, for the CCTV video systems
City of Southlake Ford Audio-Video Systems, LLC
Phase 2 Town Square CCTV Submitted By: Eamon Coy, Account Manager
September 14, 2020 Page 8 of 17
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\_Phase 2 Town Square CCTV - 232016\Proposal-Final\sckm-COYE-CSTXGRA-232016-Phase
2 Town Square CCTV.docx, 9/14/2020 12:33 PM) Page 8 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the
parties hereto and is not for general distribution within or outside their respective companies.
d. Installation of low voltage video wiring for systems
e. Testing and alignment of video systems
f. Training
g. Warranty service
h. Providing as-built drawings with wire numbers and labels
21. 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 seven (7) 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 fourteen (14) weeks from agreement execution. The completion of Ford's work
depends upon the facility being secure, dust-free, air-conditioned, and quiet.
2. For Ford to meet the above completion schedule, it is important that the Customer ensures the job
site is available for Ford personnel, and there are no interruptions in the availability of the job site
and the ability of Ford to do the work. Ford schedules its work force weeks in advance in order to
meet the installation completion dates of all of its customers. As a consequence, it is vital that the
Customer notify Ford's Project Manager in the event that the Customer changes the schedule or the
Customer's other contractors fall behind in completing their portion of the work.
City of Southlake Ford Audio-Video Systems, LLC
Phase 2 Town Square CCTV Submitted By: Eamon Coy, Account Manager
September 14, 2020 Page 9 of 17
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\_Phase 2 Town Square CCTV - 232016\Proposal-Final\sckm-COYE-CSTXGRA-232016-Phase
2 Town Square CCTV.docx, 9/14/2020 12:33 PM) Page 9 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the
parties hereto and is not for general distribution within or outside their respective companies.
D. EQUIPMENT LIST
CCTV HEADEND (TIPS CONTRACT, #190703)
=====================================================================================
Quantity Description Price Extension
=====================================================================================
1.00 AVIG.HDNVR4PRM1 SECU,128TB NVR SERVER 40,375.00 40,375.00
2.00 AVIG.HDNVR4PRM9 96TB NVR PREMIUM 30,600.00 61,200.00
56.00 AVIG.ACC7-ENT ACC7 ENTERPRISE CAMERA LICENSE 247.00 13,832.00
1.00 CONNECTORS, TIES, JUMPERS 2,142.86 2,142.86
12.00 FIBER CONNECTORS 92.86 1,114.32
=========
Sub Total 118,664.18
CCTV CAMERAS (TIPS CONTRACT, #190703)
=====================================================================================
Quantity Description Price Extension
=====================================================================================
10.00 AVIG.32CH4A4MH3 CAME,4X8 MP,WDR,4MM,MULTIHEAD 2,040.00 20,400.00
27.00 AVIG.24CH4A3MH1 CAME,3X8MP WDR 180 DEGREE CA 1,785.00 48,195.00
37.00 AVIG.POEINJ260W POE++ 60W INJECTOR NA 128.00 4,736.00
37.00 AVIG.H4AMHADIRI ACCE,OPTIONAL IR RING FOR PEND 281.00 10,397.00
37.00 AVIG.H4AMHDOCOV ACCE,DOME BUBBLE & COVER 136.00 5,032.00
37.00 AVIG.H4AMHADPEN OUTDOOR PENDANT MOUNT ADAPTER 136.00 5,032.00
37.00 AVIG.IRPTZMNTWA PEDANT WALL MOUNT ADAPTER 81.00 2,997.00
3.00 AVIG.H4MTCRNR1 MOUN,CORNER MOUNT ADAPTER 77.00 231.00
53.00 AVIG.H4MTPOLE1 CAMERA POLE MOUNT ADAPTER 77.00 4,081.00
3.00 AVIG.5.0CH5ABO2 CAME,5MP WDR, 9-22MM LENS IR 1,058.00 3,174.00
1.00 AVIG.6.0CH5ABO1 6MP H5A BO1-IR OUTDOOR BOX 1,092.00 1,092.00
13.00 AVIG.16LH4PROB CAME,5K (16 MP) H.264 HD PRO 6,375.00 82,875.00
2.00 AVIG.8.0CH5ABO1 CAME,8MP BOX CAMERA 1,275.00 2,550.00
3.00 AVIG.H4BOJBOX1 SECU,JUNCT BX FOR H4ABOIR CAM 77.00 231.00
56.00 MICRO SD CARD FOR CAMAERAS 35.71 1,999.76
1.00 MOUNTING HARDWARE 8,571.43 8,571.43
13.00 AVIG.ESHDCWSLG SECU,LARGE FORMAT ENCLOSURE 425.00 5,525.00
4.00 AVIG.LEF8518CA CAME, 85MM, F/1.8, AUTO-IRIS 816.00 3,264.00
9.00 AVIG.LEF247028T CAME, 24-70, F/2.8, GEN 2, AU 1,912.00 17,208.00
3.00 AVIG.HDNVR4PRM2 POWER SUPPLY, HOT-SWAPPABLE, N 395.00 1,185.00
3.00 AVIG.ESHDMNTCOR ADAP,CORNER MOUNT ADAPTER 55.00 165.00
=========
Sub Total 228,941.19
DATA TRANSMISSION (TIPS CONTRACT, #190703)
=====================================================================================
Quantity Description Price Extension
=====================================================================================
10.00 ALTRONIX NETWAYSP3LWPX 887.13 8,871.30
4.00 UBI-EPS16US 687.00 2,748.00
9.00 UBI-EPR8US 593.50 5,341.50
13.00 UBI-EP54V150W 244.30 3,175.90
66.00 UBI-ETHSPG2 14.76 974.16
3.00 UBI-NS5ACUS 155.76 467.28
10.00 UBI-NBE5ACGEN2 119.69 1,196.90
City of Southlake Ford Audio-Video Systems, LLC
Phase 2 Town Square CCTV Submitted By: Eamon Coy, Account Manager
September 14, 2020 Page 10 of 17
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2 Town Square CCTV.docx, 9/14/2020 12:33 PM) Page 10 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of
the parties hereto and is not for general distribution within or outside their respective companies.
4.00 UBI-AF24US 2,013.29 8,053.16
17.00 UBI-IS5AC 141.31 2,402.27
4.00 UBI-PS5AC 364.00 1,456.00
4.00 UBI-HORN560 94.16 376.64
1.00 DATE TRANSMIT MATERIAL 11,428.57 11,428.57
13.00 NEMA ENCLOSURES 571.43 7,428.59
26.00 BATTERIES 35.71 928.46
=========
Sub Total 54,848.73
CABLING
=====================================================================================
Quantity Description Price Extension
=====================================================================================
14,000.00 WEST.254246 WIRE,4PR,24AWG,CAT 6,CMP .35 4,900.00
2,000.00 CORN.006TSFT418 6 STRAND,MM,OM3,10G,RISER,PVC 1.74 3,480.00
=========
Sub Total 8,380.00
SYSTEM INTEGRATION (TIPS CONTRACT, #190703)
=====================================================================================
Quantity Description Price Extension
=====================================================================================
DESIGN, ENGINEERING, FABRICATION,
PROJECT MANAGEMENT, INSTALLATION,
COMMISSIONING, TRAINING AND WARRANTY 285,998.23 285,998.23
=========
Sub Total 285,998.23
=========
Merchandise: 410,834.10
Integration: 285,998.23
Other: .00
Freight: .00
Sales Tax: .00
=========
Total Amount: 696,832.33
E. COST SUMMARY AND TERMS
PROPOSED TOTAL: $696,832.33
PREVENTATIVE MAINTENANCE: $5,000.00
TAXES: No taxes have been included in the project 'Total Amount,' unless specifically showing on
the 'Sales Tax' line. All taxes are the responsibility of the Customer. If a tax is charged to
Ford, the Customer will be responsible for reimbursing Ford for the cost.
City of Southlake Ford Audio-Video Systems, LLC
Phase 2 Town Square CCTV Submitted By: Eamon Coy, Account Manager
September 14, 2020 Page 11 of 17
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\_Phase 2 Town Square CCTV - 232016\Proposal-Final\sckm-COYE-CSTXGRA-232016-Phase
2 Town Square CCTV.docx, 9/14/2020 12:33 PM) Page 11 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of
the parties hereto and is not for general distribution within or outside their respective companies.
TERMS: The Customer shall issue a purchase order in accordance with the terms and conditions of
the TIPS Contract, #190703.
The project will be invoiced monthly for the materials purchased and work completed.
All invoices are due Net 30.
CC: Unless otherwise prohibited by law, a 3% bank interchange fee will be charged for using a
credit card for payment.
PRICE: The price stated above for this project is based upon the complete system being purchased
and installed at one time. In the event the Customer selects to purchase less than the total
project, delays purchase of any portion of the system, requires that the system be installed
in phases, or delays the installation; Ford reserves the right to charge for additional labor,
travel, and overhead. The price is valid for thirty (30) days from the date of this proposal.
COMMENCEMENT OF WORK:
Ford must receive the 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
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.
City of Southlake Ford Audio-Video Systems, LLC
Phase 2 Town Square CCTV Submitted By: Eamon Coy, Account Manager
September 14, 2020 Page 12 of 17
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\_Phase 2 Town Square CCTV - 232016\Proposal-Final\sckm-COYE-CSTXGRA-232016-Phase
2 Town Square CCTV.docx, 9/14/2020 12:33 PM) Page 12 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of
the parties hereto and is not for general distribution within or outside their respective companies.
b. All workmanship provided by Ford will be free of defects and will be repaired, free of
charge, for a period of one (1) year from the date of substantial completion or the first date
of beneficial use of the system, whichever date occurs first. Substantial completion shall
be defined as the point where the work, or designated portion thereof, is sufficiently
complete so that the system can be used for its intended purpose.
c. All equipment and materials provided by Ford that were manufactured by other companies
will be warranted under the standard warranty terms of the original manufacturer.
d. The warranty does not include nor cover expendable materials used with the system
installation (e.g., light bulbs, lamps, light fixture lamps, fuses, batteries, portable
connection cables, etc.).
e. Ford is not responsible for the reliability of systems that communicate using wireless
technology. The performance of equipment utilizing wireless communications is
inherently unreliable and will experience "drop outs", distortion, and loss of connectivity
from time to time. Interference from other forms of radio frequency transmissions, such as
radio and television broadcasts, cell phones, and computer wireless networks, is probable,
and should be expected.
f. Ford is not responsible for the performance, testing, or configuration of owner -furnished
data networks that are used to transmit audio, video, and lighting program data and control
signal data. IP-based videoconferencing systems rely upon data networks that can provide
consistent bandwidth for the transmission. Videoconferencing that is transmitted over the
Internet is subject to the intermittent and unreliable nature of the public network. In the
event that the Customer's network is found to be the cause of defects in the quality of the
audio/video signals, is unreliable, or has insufficient bandwidth to support the A/V/L
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.
City of Southlake Ford Audio-Video Systems, LLC
Phase 2 Town Square CCTV Submitted By: Eamon Coy, Account Manager
September 14, 2020 Page 13 of 17
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\_Phase 2 Town Square CCTV - 232016\Proposal-Final\sckm-COYE-CSTXGRA-232016-Phase
2 Town Square CCTV.docx, 9/14/2020 12:33 PM) Page 13 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of
the parties hereto and is not for general distribution within or outside their respective companies.
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.
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.
City of Southlake Ford Audio-Video Systems, LLC
Phase 2 Town Square CCTV Submitted By: Eamon Coy, Account Manager
September 14, 2020 Page 14 of 17
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\_Phase 2 Town Square CCTV - 232016\Proposal-Final\sckm-COYE-CSTXGRA-232016-Phase
2 Town Square CCTV.docx, 9/14/2020 12:33 PM) Page 14 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of
the parties hereto and is not for general distribution within or outside their respective companies.
b. During the training, if requested, Ford personnel will attend the initial first use of the
system and assist the Customer's operators and users in the operation of the Ford-installed
system.
c. Ford shall provide a training agenda for scheduled training.
d. Ford shall provide a quick start guide (QSG) for each room type. The QSG is a generic,
brief description, of how to operate the system. One (1) copy of a laminated document,
for each room type, shall be provided to the Customer.
2. ADVANCED TRAINING - OPTIONAL:
Ford is committed to providing the highest quality and most modern training experience possible
to its Customers. In addition to the training included with this project, for an additional fee, Ford
offers multiple, customizable options to fit the needs of any Customer. The possible programs
include:
a. Ford shall supply a training video consisting of a visual tutorial or tutorials, if multiple
room type videos are purchased, that will explain how to operate specific AV systems.
This training tutorial, narrated by a Ford trainer, is a self -paced, always-available, online
video, viewable on any mobile device which give the learner a step-by-step process on how
to use the technology.
b. In consultation with the Customer, Ford will develop and execute a custom curriculum and
curriculum schedule.
c. Ford will provide in-person presentation(s), as needed, including presentation materials
such as PowerPoint or Prezi presentation.
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.
City of Southlake Ford Audio-Video Systems, LLC
Phase 2 Town Square CCTV Submitted By: Eamon Coy, Account Manager
September 14, 2020 Page 15 of 17
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\_Phase 2 Town Square CCTV - 232016\Proposal-Final\sckm-COYE-CSTXGRA-232016-Phase
2 Town Square CCTV.docx, 9/14/2020 12:33 PM) Page 15 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of
the parties hereto and is not for general distribution within or outside their respective companies.
i. Please contact Ford to receive a customized price quote on the Advanced Training Program
option.
H. BUILDING CONSTRUCTION AND SYSTEM INSTALLATION
1. VISUAL INSPECTION:
a. This proposal is based upon a visual inspection of the site conditions. It is agreed that some
buildings may have inherent design and/or construction that is not visibly recognizable and
is outside of normal standard and customary building procedures. If the walls, floors or
ceiling are found to be constructed in a manner that wire cannot be pulled or equipment
cannot be mounted or otherwise installed without labor or materials in excess of those
anticipated by both parties and proposed herein, the Customer agrees to be responsible for
any adjustments in the labor and materials required to perform the installation.
2. EXISTING CONDITIONS:
a. Acoustics and Noise
In facilities where Ford is providing a sound or audio system, the Customer is responsible
for providing an environment free of ambient noise and excessive reverberation and
echoes.
1) Typically, ambient noise is created by HVAC systems (Heating, Ventilation, and
Air Conditioning), plumbing, or other mechanical systems in the building. In
general, Ford recommends that the ambient noise sound pressure level not exceed
NC35 (Noise Criteria) or 35 dB A scale.
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.
City of Southlake Ford Audio-Video Systems, LLC
Phase 2 Town Square CCTV Submitted By: Eamon Coy, Account Manager
September 14, 2020 Page 16 of 17
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\_Phase 2 Town Square CCTV - 232016\Proposal-Final\sckm-COYE-CSTXGRA-232016-Phase
2 Town Square CCTV.docx, 9/14/2020 12:33 PM) Page 16 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of
the parties hereto and is not for general distribution within or outside their respective companies.
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
Phase 2 Town Square CCTV Submitted By: Eamon Coy, Account Manager
September 14, 2020 Page 17 of 17
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\COYE\City of Southlake - CSTXGRA\_Phase 2 Town Square CCTV - 232016\Proposal-Final\sckm-COYE-CSTXGRA-232016-Phase
2 Town Square CCTV.docx, 9/14/2020 12:33 PM) Page 17 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of
the parties hereto and is not for general distribution within or outside their respective companies.
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 $696,832.33, for the purchase and installation of equipment and services described in the attached
proposal.
PREVENTATIVE MAINTENANCE: $5,000.00 __________________________
Customer Accepts
City of Southlake and Ford Audio-Video Systems, LLC, by and through their respective signatories to the
Agreement, each represent to the other that they are authorized to enter into this Agreement.
We do both agree to abide by the terms and conditions of this Agreement.
FORD AUDIO-VIDEO SYSTEMS, LLC CITY OF SOUTHLAKE
_________________________________ _________________________________
Eamon Coy Authorized Signature
Account Manager
_________________________________ _________________________________
Mathew Scott Hall Printed Name and Title
Vice President
_________________________________ _________________________________
Date Date