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Item 4D - Ford Audio-Video Systems, LLCCITY OF SOUTHLAKE MEMORANDUM August 17, 2021 To: Shana Yelverton, City Manager From: Sharen Jackson, Chief Financial Officer Subject: Item 4D: Approve the proposal from Ford Audio -Video Systems, LLC designed to overhaul and expand the camera coverage at Bob Jones Park in an amount not to exceed $86,000. Action Requested: Approve the proposal from Ford Audio -Video Systems, LLC designed to overhaul and expand the camera coverage at Bob Jones Park in an amount not to exceed $86,000. Background Information: As stated in the Summer Workshop packet, Capital Projects presentation, staff is recommending reallocating the original $100,000 budget for park trail segment completion to addressing safety and security concerns at Bob Jones Park. The Park trail segment completion for East Haven, Noble Oaks, and Royal and Annie Smith are complete and was funded through the Park Dedication operating fund. Bob Jones Park has seen an increase in vandalism over the past year. The camera infrastructure at that park is well beyond its useful life, and with the upcoming installation of the Bob Jones art piece, staff feel as though replacing and increasing cameras at this park is a high priority and should be completed prior to the installation of the new art. Financial Considerations: Staff is recommending funding this purchase by reallocating the original budget for park trail segment completion. The original park trail segment completion was funded through the Park Dedication operating 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 use of technology Honorable Mayor and City Council Page 2 of 2 Citizen Input/ Board Review: No requirement exists to review the purchase with citizens or 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 the existing camera equipment, recognizing the current limitations and issues, and understanding the impact to city infrastructure located in Bob Jones Park and possibly the new art piece. 2. Direct staff to explore revisions to the scope of work and amend the agreement to reflect those revisions. Supporting Documents: Proposal from Ford Audio -Video Systems, LLC. Staff Recommendation: Staff recommends approving item as proposed. force June 25, 2021 Ms. Kodi Wilder City of Southlake 1400 Main Street, Suite 420 Southlake, TX 76092 RE: Bob Jones Park CCTV Dear Ms. Wilder: AV 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 1. 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, #200904. 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 Ehren Rutherford Senior Account Manager Voice: 972-241-9966 Email: ruthe@forday.com Website: www.forday.com FORD AUDIO -VIDEO SYSTEMS, LLC Mathew Scott Hall Vice President 4901 Statesman Drive, Irving, TX 75063 972-241-9966 www.forday.com City of Southlake Ford Audio -Video Systems, LLC Bob Jones Park CCTV Submitted By: Ehren Rutherford, Senior Account Manager June 25, 2021 Page 2 of 14 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 provide and install the following systems for the City of Southlake of Southlake, TX (Customer) in their remodel project at Bob Jones Park: BOB JONES PARK a. ART INSTALLATION CAMERA BASE 1) One (1) camera assembly with a 70-200 MM zoom lens Shall be provided and installed on the south exterior wall of the Maintenance/Soccer Concession building to capture the art installation area just north of the playground. b. CCTV FULL REPLACEMENT ADD ON OPTION 1) One (1) 48-TB HD Network Video Recorder (NVR) shall be provided and installed in the owner furnished equipment (OFE) racks located in the concession stand near the soccer fields to record video data. 2) One (1) camera assembly with a four (4) x 8MP (multi -head) 4.Omm lens, with 360 view, dome bubble, an outdoor mount, an IR illuminator ring and camera licenses be provided and installed on an existing light pole adjacent to the parking south east of the playground to replace the existing camera. 3) Seven (7) camera assemblies, each with a three (3) x 8MP (multi -head) 4.Omm lens, with 180 view, dome bubble, an outdoor mount, an IR illuminator ring and camera licenses be provided and installed in the following locations: a) Under the eave on the North side of the Soccer Concession Stands b) Under the eave on the South side of the Soccer Concession Stands c) Under the eave on the West side of the Soccer Concession Stands d) Under the eave on the North side of the Softball Concession Stands (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 257413 - Bob Jones Park\Proposal-Final\sckm-RUTHE-CSTXGRA-257413-Bob Jones Park CCTV.docx, 6/25/2021 3:57 PM) Page 2 of 14 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. City of Southlake Ford Audio -Video Systems, LLC Bob Jones Park CCTV Submitted By: Ehren Rutherford, Senior Account Manager June 25, 2021 Page 3 of 14 e) Under the eave on the South side of the Softball Concession Stands f) Under the eave on the East side of the Softball Concession Stands g) Under the eave on the West side of the Softball Concession Stands 4) Seven (7) camera assemblies, each with one (1) 8MP dome bubble, an outdoor mount, with integrated IR and camera license shall be provided and installed in the following locations: a) Southeast corner of the Maintenance Building to capture the fenced in area b) In the Soccer Concession Area facing the Concession Window c) Under the eave on the West side of the Soccer Concession Stands facing the entrance d) Under the eave on the East side of the Softball Concession Stands facing north e) Three (3) in the Softball Concession Area 5) The cameras and NVR shall be connected to one (1) OFE Ubiquiti EdgeSwitch. 6) This is not a stand-alone option. The base proposal must be accepted by the Customer before this option pricing is valid. 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. (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 257413 - Bob Jones Park\Proposal-Final\sckm-RUTHE-CSTXGRA-257413-Bob Jones Park CCTV.docx, 6/25/2021 3:57 PM) Page 3 of 14 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. City of Southlake Ford Audio -Video Systems, LLC Bob Jones Park CCTV Submitted By: Ehren Rutherford, Senior Account Manager June 25, 2021 Page 4 of 14 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 all equipment included in the system. 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 PCs 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. Ford is not licensed for and does not perform any electrical, structural, or mechanical engineering; in addition, Ford does not provide carpentry, painting, masonry, ceiling, 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. FORD SHALL BE RESPONSIBLE FOR: a. Providing line drawings for systems and equipment manuals electronically at no cost b. Fabrication and installation of video systems C. Providing recommendations for electrical power and conduits, to be provided and installed by the electrical contractor, for the video and control systems d. Installation of low voltage video wiring for systems (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 257413 - Bob Jones Park\Proposal-Final\sckm-RUTHE-CSTXGRA-257413-Bob Jones Park CCTV.docx, 6/25/2021 3:57 PM) Page 4 of 14 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. City of Southlake Ford Audio -Video Systems, LLC Bob Jones Park CCTV Submitted By: Ehren Rutherford, Senior Account Manager June 25, 2021 Page 5 of 14 e. Testing and alignment of video systems f. Training g. Warranty service h. 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 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 Ford will provide system drawings, purchase and fabricate equipment, program control software, and do in -shop testing. The in -shop work will take approximately eight (8) to ten (10) weeks prior to the beginning of the actual installation at the Customer's facility. Ford estimates the actual on - site installation, test out, and commissioning of this project will take one (1) day. The total time required to complete the project is approximately ten (10) weeks from agreement execution. The completion of Ford's work may depend upon the facility being secure, dust -free, air-conditioned, and quiet. 2. For Ford to meet the above completion schedule, it is important the Customer warrants there are no interruptions in the availability of the job site for Ford to perform its work. Additionally, a failure of the Customer to respond timely to Ford's written requests for information or Customer - approval of submittals will delay the project. Ford schedules its work force weeks in advance in order to meet installation completion dates. The Customer shall notify Ford's Project Manager in the event the Customer changes the schedule or the Customer's other contractors fall behind in completing their portion of the work. D. EQUIPMENT LIST BASE CCTV CAMERA EQUIPMENT (TIPS CONTRACT, #200904) Quantity Description 1.00 AVIG.ACC7-ENT ACC7 ENTERPRISE CAMERA LICENSE 1.00 AVIG.8C-H5PRO-B 8 MP H5 PRO BOX CAMERA Price Extension 256.00 256.00 2,653.00 2,653.00 (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 257413 - Bob Jones Park\Proposal-Final\sckm-RUTHE-CSTXGRA-257413-Bob Jones Park CCTV.docx, 6/25/2021 3:57 PM) Page 5 of 14 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. City of Southlake Ford Audio -Video Systems, LLC Bob Jones Park CCTV Submitted By: Ehren Rutherford, Senior Account Manager June 25, 2021 Page 6 of 14 1.00 AVIG.LEF7020028 TAMRON 70-200MM F/2.8 VC G2 LE 1.00 AVIG.ESHDHWSLG LARGE CAMERA ENCLOSURE FOR BOX 1.00 AVIG.ES-HD-IPM ACCE,POWER MODULE 1.00 CONDUIT, TIES, BOXES 1.00 CONNECTORS, JUMPERS, WIRE 100.00 WEST.4246-OSP WIRE,CAT6,OUTDOOR,23AWG,4PR 1.00 C2G.37199 PATC,24P,CAT6,110,PATCHPANEL 1.00 AVIG.ESHDMNTARM CEILING ARM MOUNT 1.00 AVIG.H4BOJBOXI SECU,JUNCT BX FOR H4ABOIR CAM SYSTEM INTEGRATION (TIPS CONTRACT, #200904) Quantity Description 2,145.00 2,145.00 367.00 367.00 208.00 208.00 214.29 214.29 107.14 107.14 .56 56.00 81.29 81.29 102.00 102.00 78.00 78.00 Sub Total 6,267.72 Price Extension DESIGN, ENGINEERING, FABRICATION, PROJECT MANAGEMENT, INSTALLATION, COMMISSIONING, TRAINING AND WARRANTY 4,566.74 4,566.74 Sub Total 4,566.74 Merchandise: 6,267.72 Integration: 4,566.74 Other: .00 Freight: .00 Sales Tax: .00 Total Amount: 10,834.46 CCTV FULL REPLACEMENT ADD ON OPTION CCTV CAMERA EQUIPMENT (TIPS CONTRACT, #200904) Quantity Description Price Extension 1.00 AVIG.NVR4XSTD48 SECU,48TB NVR4X STD 20,738.00 20,738.00 15.00 AVIG.ACC7-ENT ACC7 ENTERPRISE CAMERA LICENSE 256.00 3,840.00 1.00 AVIG.32CH4A4MH3 CAME,4X8 MP,WDR,4MM,MULTIHEAD 2,122.00 2,122.00 7.00 AVIG.24CH4A3MH1 CAME,3X8MP WDR 180 DEGREE CA 1,857.00 12,999.00 7.00 AVIG.8CH5ADOlIR CAME,8MP,H5A,D0I,IR,OUTDOOR 1,327.00 9,289.00 3.00 AVIG.H4AMHADPEN OUTDOOR PENDANT MOUNT AD 141.00 423.00 3.00 AVIG.IRPTZMNTWA PEDANT WALL MOUNT ADAPTE 84.00 252.00 8.00 AVIG.H4AMHADDOM OUTDOOR SURFACE MOUNT ADAP 141.00 1,128.00 5.00 AVIG.H4AMHADDOM OUTDOOR SURFACE MOUNT ADAP 141.00 705.00 8.00 AVIG.H4AMHADIRI ACCE,OPTIONAL IR RING FOR PEND 292.00 2,336.00 8.00 AVIG.POE1NJ260W POE++ 60W INJECTOR NA 133.00 1,064.00 1.00 AVIG.H4MTPOLEI CAMERA POLE MOUNT ADAPTER 80.00 80.00 2,000.00 WEST.4246-OSP WIRE,CAT6,OUTDOOR,23AWG,4PR .56 1,120.00 14.00 MOUNTING HARDWARE 107.14 1,499.96 (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 257413 - Bob Jones Park\Proposal-Final\sckm-RUTHE-CSTXGRA-257413-Bob Jones Park CCTV.docx, 6/25/2021 3:57 PM) Page 6 of 14 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. City of Southlake Ford Audio -Video Systems, LLC Bob Jones Park CCTV Submitted By: Ehren Rutherford, Senior Account Manager June 25, 2021 Page 7 of 14 1.00 CONNECTORS, TIES, JUMPERS 642.86 642.86 Sub Total 58,238.82 SYSTEM INTEGRATION (TIPS CONTRACT, #200904) Quantity Description Price Extension DESIGN, ENGINEERING, FABRICATION, PROJECT MANAGEMENT, INSTALLATION, COMMISSIONING, TRAINING AND WARRANTY 16,688.61 16,688.61 Sub Total 16,688.61 Merchandise: 58,238.82 Integration: 16,688.61 Other: .00 Freight: .00 Sales Tax: .00 Total Amount: 74,927.43 I�i4011110 010ILI_\i•OR01ID11217Lf. BASE: $10,834.46 ADD ON OPTION: $74,927.43 PREVENTATIVE MAINTENANCE: $1,000.00 ALTERNATIVE LEASING OPTION: $2,340.00 (estimated monthly payment) 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 taxis 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, #200904. 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 (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 257413 - Bob Jones Park\Proposal-Final\sckm-RUTHE-CSTXGRA-257413-Bob Jones Park CCTV.docx, 6/25/2021 3:57 PM) Page 7 of 14 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. City of Southlake Ford Audio -Video Systems, LLC Bob Jones Park CCTV Submitted By: Ehren Rutherford, Senior Account Manager June 25, 2021 Page 8 of 14 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, $2,340.00, 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 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 -SOLICITATION: 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 (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 257413 - Bob Jones Park\Proposal-Final\sckm-RUTHE-CSTXGRA-257413-Bob Jones Park CCTV.docx, 6/25/2021 3:57 PM) Page 8 of 14 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. City of Southlake Ford Audio -Video Systems, LLC Bob Jones Park CCTV Submitted By: Ehren Rutherford, Senior Account Manager June 25, 2021 Page 9 of 14 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 FORD GUARANTEES THE FOLLOWING: a. Equipment will be new, unless noted otherwise. b. All workmanship provided by Ford will be free of defects and will be repaired, free of charge, for a period of one (1) year from the date of substantial completion or the first date of beneficial use of the system, whichever date occurs first. Substantial completion shall be defined as the point where the work, or designated portion thereof, is sufficiently complete so that the system can be used for its intended purpose. C. All equipment and materials provided by Ford that were manufactured by other companies will be warranted under the standard warranty terms of the original manufacturer. d. The warranty does not include nor cover expendable materials used with the system installation (e.g., light bulbs, lamps, light fixture lamps, fuses, batteries, portable connection cables, etc.). e. Ford is not responsible for the reliability of systems that communicate using wireless technology. The performance of equipment utilizing wireless communications is inherently unreliable and will experience "drop outs", distortion, and loss of connectivity from time to time. Interference from other forms of radio frequency transmissions, such as radio and television broadcasts, cell phones, and computer wireless networks, is probable, and should be expected. f. Ford is not responsible for the performance, testing, or configuration of owner -furnished data networks that are used to transmit audio, video, and lighting program data and control signal data. IP-based videoconferencing systems rely upon data networks that can provide consistent bandwidth for the transmission. Videoconferencing that is transmitted over the Internet is subject to the intermittent and unreliable nature of the public network. In the event that the Customer's network is found to be the cause of defects in the quality of the audio/video signals, is unreliable, or has insufficient bandwidth to support the A/V/L 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. (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 257413 - Bob Jones Park\Proposal-Final\sckm-RUTHE-CSTXGRA-257413-Bob Jones Park CCTV.docx, 6/25/2021 3:57 PM) Page 9 of 14 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. City of Southlake Ford Audio -Video Systems, LLC Bob Jones Park CCTV Submitted By: Ehren Rutherford, Senior Account Manager June 25, 2021 Page 10 of 14 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. 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. 1. 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. In. Ford may withhold warranty service in the event that the Customer has an unpaid balance due to be paid to Ford. n. DISCLAIMER OF ALL OTHER WARRANTIES YOUR DEVICES(S), EQUIPMENT, FORD'S SERVICES, AND/OR YOUR USE OF FORD'S SERVICES DO NOT CAUSE AND CANNOT ELIMINATE OCCURRENCES OF THE EVENTS THEY ARE INTENDED TO DETECT OR AVERT, INCLUDING, BUT NOT LIMITED TO, FIRES, FLOODS, BURGLARIES, TORTS, ROBBERIES, OTHER CRIMINAL ACTIVITY, AND MEDICAL PROBLEMS. TO THE FULLEST EXTEND ALLOWABLE BY STATE LAW, FORD MAKES NO GUARANTY OR WARRANTY, INCLUDING ANY IMPLIED WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, THAT YOUR DEVICES(S), FORD'S SERVICES, AND/OR YOUR USE OF FORD'S SERVICES WILL DETECT OR AVERT SUCH INCIDENTS OR THEIR CONSEQUENCES. FORD DOES NOT UNDERTAKE ANY RISK THAT YOU OR YOUR PROPERTY, OR THE PERSON OR PROPERTY OF OTHERS, MAY BE SUBJECT TO INJURY OR LOSS IF SUCH AN EVENT OCCURS. THE ALLOCATION OF SUCH RISK REMAINS WITH YOU, NOT FORD. YOU RELEASE, WAIVE, DISCHARGE, AND PROMISE NOT TO SUE OR BRING ANY CLAIM OF ANY TYPE AGAINST FORD OR ITS THIRD PARTY PROVIDERS FOR LOSS, DAMAGE, OR INJURY RELATING IN AN WAY TO THE DEVICES OR SERVICES PROVIDED BY 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. (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 257413 - Bob Jones Park\Proposal-Final\sckm-RUTHE-CSTXGRA-257413-Bob Jones Park CCTV.docx, 6/25/2021 3:57 PM) Page 10 of 14 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. City of Southlake Ford Audio -Video Systems, LLC Bob Jones Park CCTV Submitted By: Ehren Rutherford, Senior Account Manager June 25, 2021 Page 11 of 14 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 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. 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. (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 257413 - Bob Jones Park\Proposal-Final\sckm-RUTHE-CSTXGRA-257413-Bob Jones Park CCTV.docx, 6/25/2021 3:57 PM) Page 11 of 14 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. City of Southlake Ford Audio -Video Systems, LLC Bob Jones Park CCTV Submitted By: Ehren Rutherford, Senior Account Manager June 25, 2021 Page 12 of 14 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 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. (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 257413 - Bob Jones Park\Proposal-Final\sckm-RUTHE-CSTXGRA-257413-Bob Jones Park CCTV.docx, 6/25/2021 3:57 PM) Page 12 of 14 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. City of Southlake Ford Audio -Video Systems, LLC Bob Jones Park CCTV Submitted By: Ehren Rutherford, Senior Account Manager June 25, 2021 Page 13 of 14 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 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 Ehren Rutherford Senior Account Manager Voice: 972-241-9966 E-mail: ruthe@forday.com Website: www.forday.com (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 257413 - Bob Jones Park\Proposal-Final\sckm-RUTHE-CSTXGRA-257413-Bob Jones Park CCTV.docx, 6/25/2021 3:57 PM) Page 13 of 14 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. City of Southlake Ford Audio -Video Systems, LLC Bob Jones Park CCTV Submitted By: Ehren Rutherford, Senior Account Manager June 25, 2021 Page 14 of 14 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 $10,834.46, for the purchase and installation of equipment and services described in the attached proposal. CCTV FULL REPLACEMENT ADD ON OPTION: $74,927.43 PREVENTATIVE MAINTENANCE: $1,000.00 ALTERNATIVE LEASING ESTIMATED $2,340.00 MONTHLY PAYMENT: Customer Accepts Customer Accepts 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 Ehren Rutherford Senior Account Manager Mathew Scott Hall Vice President Date CITY OF SOUTHLAKE Authorized Signature Printed Name and Title Date (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 257413 - Bob Jones Park\Proposal-Final\sckm-RUTHE-CSTXGRA-257413-Bob Jones Park CCTV.docx, 6/25/2021 3:57 PM) Page 14 of 14 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.