Item 4F - Ford Audio-Visual Systems LLC (Camera Project Phase 3)CITY OF
SOUTHLAKE
MEMORANDUM
October 5, 2021
To: Shana Yelverton, City Manager
From: Sharen Jackson, Chief Financial Officer
Subject: Item 4F: Approve the proposals from Ford Audio -Video Systems,
LLC designed to overhaul and expand the camera coverage in the
remaining areas of Town Square, DPS Headquarters, Parkwood
Training Center, and Legends Hall in an amount not to exceed
$1,900,000.
Action
Requested: Approve the proposals from Ford Audio -Video Systems, LLC
designed to overhaul and expand the camera coverage in the
remaining areas of Town Square, DPS Headquarters,
Parkwood Training Center, and Legends Hall in an amount
not to exceed $1,900,000.
Background
Information: The Town Square cameras were first implemented in 2007,
DPS Headquarter cameras in 2010, and Parkwood Training
Center in 2011. There have been no major upgrades to the
system since the implementation date. Historically, only
maintenance and repairs were completed only 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 renovation will consist of phase three, or the last phase,
of the Town Square camera project. It will encompass the
south side of Town Square from Federal Way to E Southlake
Blvd. This purchase will also complete DPS Headquarters and
Parkwood Training Center buildings in its entirety. Lastly, it
will be an addition to Legends Hall Ballroom.
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:
o 151 cameras for complete coverage
throughout the remaining areas of Town
Square.
Honorable Mayor and City Council
Page 2 of 3
0 69 cameras for complete coverage of the
interior and exterior areas of DPS
Headquarters.
0 13 cameras for complete coverage of the
interior and exterior areas of Southlake
Activities Center.
0 6 cameras for complete coverage of the
ballroom at Legends Hall.
• 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.
• Seven (7) Network Video Recorders (NVR) will be
installed setting the stage for recommended data
retention.
• Setup, install, and train staff on the new video
management software.
The completion of this project will eliminate video surveillance
issues within Town Square, DPS Headquarters, Parkwood
Training Center, and Legends Hall Ballroom. 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: This item was approved in the fiscal year 2022 TIRZ and
Technology Infrastructure and Security Fund budgets.
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
Honorable Mayor and City Council
Page 3 of 3
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.
Supporting
Documents: Proposal from Ford Audio -Video Systems, LLC
Staff
Recommendation: Staff recommends approving item as proposed.
force
September 17, 2021
Ms. Kodi Wilder
City of Southlake
1400 Main Street, Suite 420
Southlake, TX 76092
RE: CCTV Phase III
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
CCTV Phase III Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 2 of 24
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, Texas (Customer) in their
remodel project:
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.Omm lens, with 360 view; includes dome bubble and outdoor pendant mount and IR
illuminator ring
b. Type B camera Assembly: Avigilon 24C-H4A-3MH-270, three (3) x 8MP (multi -head),
4.0mm lens, with 270 view; includes dome bubble, 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 24C-H4A-3MH-180, three (3) x 8MP (multi -head),
5.2mm lens, with 186 view; includes dome bubble, outdoor pendant mount and wall mount
adaptor and IR illuminator ring
1) Type C.1 with wall mount adaptor
2) Type C.2 with pole mount adaptor
d. Type D camera assembly: Avigilon 5.00-H5A-BO2-IR 5MP bullet camera with a 9-
22MM lens and integrated IR illuminator.
e. Type E camera assembly: Avigilon 26C-H5PRO-B 26MP bullet camera
f. Type F camera assembly: Avigilon 16C-H5PRO-B 16MP bullet camera
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 246731 - CCTV Phase III\Proposal-Final\sckm-RUTHE-CSTXGRA-246731-
CCTV Phase III.docx, 9/17/2021 11:07 AM) Page 2 of 24 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
CCTV Phase III Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 3 of 24
g. Type G camera assembly: Avigilon 8.00-H5A-BOI-IR, single 8MP bullet camera, 4.9-
8mm lens and integrated IR illuminator
h. Type H camera assembly: Avigilon 8C-H5PRO-B 8MP bullet camera
i. Type I camera assembly: Avigilon 40C-H5PRO-B 40MP bullet camera
Type J camera assembly: Avigilon 61C-H5PRO-B 61MP bullet camera
k. All cameras shall be equipped with the Avigilon ACC 7 Enterprise Edition camera license.
2. BUILDING ONE (AMERIPRO HOME LOANS)
a. One (1) camera typical of Type B.1 shall be provided and installed on the south -facing
edge of the roof to provide coverage of Summit Avenue to Southlake Boulevard.
b. One (1) wireless data transmitter/receiver shall be provided and installed on the roof to
connect the locally installed cameras to the system and to other buildings.
BUILDING TWO (THE GINGER MAN, CRUMBL COOKIES, THE HAIR BAR & T-MOBILE)
a. One (1) camera typical of Type C.1 shall be provided and installed on the north -facing roof
to provide coverage of the north sidewalk.
b. One (1) camera typical of Type B.1 shall be provided and installed on the northeast -facing
roof to provide coverage of the northwest and west sidewalks.
C. Three (3) wireless data transmitter/receivers shall be provided and installed on the roof to
connect the locally installed cameras to the system and to other buildings.
4. BUILDING THREE (JARED)
a. One (1) camera typical of Type B.1 shall be provided and installed on the northwest roof
corner to provide coverage of the Central Avenue area, the west sidewalk and the northwest
section of sidewalk.
b. One (1) camera typical of Type B.1 shall be provided and installed on the northeast roof
corner to provide coverage of the Central Avenue area, west side walk, and the area around
the southwest sidewalk.
C. One (1) wireless data transmitter/receiver shall be provided and installed on the roof to
connect the locally installed cameras to the system and to other buildings.
BUILDING FOUR (TRADERS JOE' S PARKING GARAGE)
a. Two (2) Type A.2 cameras shall be provided and installed on existing posts to provide 360-
degree coverage of the Trader Joe's parking garage.
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CCTV Phase III.docx, 9/17/2021 11:07 AM) Page 3 of 24 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
CCTV Phase III Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 4 of 24
b. Two (2) Type A.2 cameras shall be provided and installed on junction boxes attached to
the ceiling of the lower level of the parking garage to provide 360-degree coverage of the
Trader Joe's parking garage.
C. Two (2) cameras typical of type B.2 shall be provided and installed on the north side of the
garage to provide coverage of the nearby areas.
d. Two (2) cameras typical of type D shall be provided and installed on existing posts to
provide coverage of both entrances.
e. One (1) camera typical of type D shall be provided and installed on the north exterior of
the garage to provide coverage of the area to Main Street.
£ One (1) camera typical type D shall be provided and installed on the south east exterior of
the garage to provide coverage of Central Avenue to Southlake Boulevard.
g. One (1) wireless data transmitter/receiver shall be provided and installed on the roof to
connect the locally installed cameras to the system and to other buildings.
h. Two (2) wireless data transmitter/receivers shall be provided and installed on the north pole
to connect the locally installed cameras to the system and to other buildings.
i. Two (2) wireless data transmitter/receivers shall be provided and installed on the south
pole to connect the locally installed cameras to the system and to other buildings.
6. BUILDING FIVE (Banana Republic, Victoria's Secret, Etc
a. One (1) camera typical of Type B.1 shall be provided and installed on the west roof to
provide coverage of the Grand Avenue, Fountain Place, the west sidewalk, and the
northwest section of sidewalk.
b. One (1) camera typical of Type B.1 shall be provided and installed on the northeast roof
corner to provide coverage of the Grand Avenue area.
C. One (1) camera typical of Type F shall be provided and installed on the north west corner
of the roof to provide coverage of Grand Ave.
e. One (1) wireless data transmitter/receiver shall be provided and installed on the roof to
connect the locally installed cameras to the system and to other buildings.
7. BUILDING SIX (GAP, STARBUCKS, ETC.)
a. One (1) camera typical of Type F shall be provided and installed on the south east roof to
provide coverage of Fountain Place towards State Street.
b. One (1) camera typical of Type F shall be provided and installed on the south west roof to
provide coverage of Grand Avenue towards East Southlake Boulevard.
d. One (1) camera typical of Type F shall be provided and installed on the east -facing roof to
provide coverage of the nearby sidewalk and parking.
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 246731 - CCTV Phase III\Proposal-Final\sckm-RUTHE-CSTXGRA-246731-
CCTV Phase III.docx, 9/17/2021 11:07 AM) Page 4 of 24 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
CCTV Phase III Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 5 of 24
e. One (1) camera typical of Type G shall be provided and installed on the west -facing roof
to provide coverage of the nearby sidewalk.
f. One (1) camera typical of Type B.1 shall be provided and installed on the west -facing roof
to provide coverage of Main Street and the nearby sidewalk.
g. One (1) wireless data transmitter/receiver shall be provided and installed on the roof to
connect the locally installed cameras to the system and to other buildings.
BUILDING SEVEN (MOXIE'S, ALTAR'D STATE, ANN TAYLOR)
a. One (1) camera typical of Type C.1 shall be provided and installed on the north -facing roof
to provide coverage of the sidewalk and surface lot north of the building.
b. One (1) camera typical of Type G shall be provided and installed on the northeast -facing
roof to provide coverage of the sidewalk area.
C. One (1) camera typical of Type B.1 shall be provided and installed on the south -facing roof
to provide coverage of Main Street and the sidewalk area.
d. One (1) camera typical of Type I shall be provided and installed on the south -facing roof
to provide coverage of Central Avenue to Southlake Boulevard.
e. One (1) wireless data transmitter/receiver shall be provided and installed on the roof to
connect the locally installed cameras to the system and to other buildings.
9. BUILDING EIGHT (TOMMY JOHN, LULULEMON, BROOKS BROTHERS, ETC.)
a. One (1) camera typical of Type C.1 shall be provided and installed on the east -facing roof
to provide coverage of the east sidewalk and surface lot.
b. One (1) camera typical of Type B.1 shall be provided and installed on the northeast corner
of the roof to provide coverage of the surface lot, sidewalk and street between Building 7
and 8.
C. One (1) camera typical of Type B.1 shall be provided and installed on the southeast corner
of the roof to provide coverage of the sidewalk, and street between Building 7 and 8.
d. Two (2) cameras typical of Type F shall be provided and installed on the south -facing roof
to provide coverage of Main Street.
e. One (1) wireless data transmitter/receiver shall be provided and installed on the roof to
connect the locally installed cameras to the system and to other buildings.
10. BUILDING NINE (TESLA)
a. One (1) camera typical of Type C.1 shall be provided and installed on the east -facing roof
to provide coverage of the sidewalk and surface lot area.
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 246731 - CCTV Phase III\Proposal-Final\sckm-RUTHE-CSTXGRA-246731-
CCTV Phase III.docx, 9/17/2021 11:07 AM) Page 5 of 24 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
CCTV Phase III Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 6 of 24
b. One (1) existing owner furnished equipment wireless data transmitter/receiver shall be
configured to connect the locally installed cameras to the system and to other buildings.
11. BUILDING TEN (PARK GAZEBO)
a. One (1) camera typical of Type C.1 shall be provided and installed on the north facing roof
to provide coverage of the Fountain Place.
b. One (1) wireless data transmitter/receiver shall be provided and installed on the roof to
connect the locally installed cameras to the system and to other buildings.
12. BUILDING ELEVEN (TYLER'S, POTTERY BARN, ORIGINS, ETC.)
a. One (1) camera typical of Type B.1 shall be provided and installed on the south -facing roof
to provide coverage of the sidewalks and the intersection of State Street/Civic Place to
Southlake Boulevard.
b. One (1) camera typical of Type B.1 shall be provided and installed on the south -facing roof
to provide coverage of the sidewalks and the intersection of Grand Avenue/Civic place to
Southlake Boulevard.
C. One (1) camera typical of Type I shall be provided and installed on the south -facing roof
to provide coverage of State St to Southlake Boulevard.
d. One (1) camera typical of Type I shall be provided and installed on the south -facing roof
to provide coverage of Grand Ave to Southlake Boulevard.
e. Two (2) wireless data transmitter/receivers shall be provided and installed on the roof to
connect the locally installed cameras to the system and to other buildings.
13. BUILDING TWELVE (TOWN HALL)
a. One (1) camera typical of Type E shall be provided and installed on the northwest roof
corner to provide coverage of the Division Street / Service Alley intersection.
b. One (1) camera typical of Type E shall be provided and installed on the northeast roof
corner to provide coverage of the Division Street / Central Avenue intersection.
C. Two (2) cameras typical of Type B.1 shall be provided and installed on the west -facing
roof to provide coverage of the Service Alley area.
d. Two (2) cameras typical of Type B.1 shall be provided and installed on the east -facing roof
to provide coverage of the Central Avenue area.
e. One (1) camera typical of Type G shall be provided and installed on the south east -facing
roof to provide coverage of the nearby sidewalks.
f. One (1) camera typical of Type G shall be provided and installed on the north -facing roof
to provide coverage of the building entrance.
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 246731 - CCTV Phase III\Proposal-Final\sckm-RUTHE-CSTXGRA-246731-
CCTV Phase III.docx, 9/17/2021 11:07 AM) Page 6 of 24 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
CCTV Phase III Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 7 of 24
g. One (1) camera typical of Type F shall be provided and installed on the south -facing roof
to provide coverage of the fountain and surrounding park south of Town Hall.
h. One (1) camera typical of Type H shall be provided and installed on the north -facing roof
to provide coverage of the Civic Street area.
i. One (1) camera typical of Type F shall be provided and installed on the south west -facing
roof to provide coverage of the Main Street area.
Twelve (12) wireless data transmitter/receivers shall be provided and installed on the roof
to connect the locally installed cameras and wireless data from the other wireless data
locations.
14. BUILDING THIRTEEN (ALLEN EDMONDS)
a. Two (2) cameras typical of Type F shall be west facing room to provide coverage of the
surface lot to North Carroll Avenue.
b. One (1) camera typical of Type C.1 shall be provided and installed on the east facing roof
to provide coverage of the east sidewalk and State Street area.
C. One (1) camera typical of Type C.1 shall be provided and installed on the west facing roof
to provide coverage of the west parking lot and sidewalk.
d. One (1) camera typical of Type B.1 shall be provided and installed on the corner of the
north west facing roof to provide coverage of Prospect St.
e. Three (3) wireless data transmitter/receivers shall be provided and installed on the roof to
connect the locally installed cameras to the system and to other buildings.
15. BUILDING FOURTEEN (MI COCINA, ROCKFISH, EDDIE BAUER, ETC.)
a. Two (2) cameras typical of Type B.1 shall be provided and installed on the corner of the
north -facing roof to provide coverage of the surface area between Buildings Thirteen and
Fourteen.
b. One (1) camera typical of Type C.1 shall be provided and installed on the corner of the
north -facing roof to provide coverage of the surface area behind Eddie Bauer, Mi Cocina
and Rockfish.
C. One (1) camera typical of Type F shall be provided and installed on the south east corner
of the roof to provide coverage of the sidewalk, Main Street, and the entrance to the surface
lot.
d. One (1) camera typical of Type B.1 shall be provided and installed on the south east corner
of the roof to provide coverage of the of Mainstreet to Grand Avenue.
e. One (1) camera typical of Type G shall be provided and installed on the south west corner
of the roof to provide coverage of the of Mainstreet to Carrroll Avenue.
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 246731 - CCTV Phase III\Proposal-Final\sckm-RUTHE-CSTXGRA-246731-
CCTV Phase III.docx, 9/17/2021 11:07 AM) Page 7 of 24 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
CCTV Phase III Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 8 of 24
f. Three (3) wireless data transmitter/receivers shall be provided and installed on the roof to
connect the locally installed cameras to the system and to other buildings.
16. BUILDING FIFTEEN (SOLEPLER, CENTURY 21, ETC.)
a. One (1) camera typical of Type B.1 shall be provided and installed on the northwest corner
of the roof to provide coverage of the surface area west of the building.
b. One (1) camera typical of Type B.1 shall be provided and installed on the northeast corner
of the roof to provide coverage of the State Street area.
C. One (1) camera typical of Type C.1 shall be provided and installed on the west facing side
of the roof to provide coverage of the surface area west of the building.
d. One (1) camera typical of Type F shall be provided and installed on the northeast corner of
the roof to provide coverage of the State Street area.
e. Two (2) wireless data transmitter/receivers shall be provided and installed on the roof to
connect the locally installed cameras to the system and to other buildings.
17. BUILDING SIXTEEN (JOS. A. BANK, SCOUT & MOLLY'S)
a. One (1) camera typical of Type B.1 shall be provided and installed on the northwest corner
of the roof to provide coverage of the surface area.
b. One (1) camera typical of Type B.1 shall be provided and installed on the northeast corner
of the roof to provide coverage of the surface area.
C. One (1) camera typical of Type B.1 shall be provided and installed on the southwest corner
of the roof to provide coverage of the surface area and Main Street.
d. One (1) wireless data transmitter/receivers shall be provided and installed on the roof to
connect the locally installed cameras to the system and to other buildings.
18. BUILDING SEVENTEEN (WILLIAMS SONOMA, SOFT SURROUNDING'S, ETC.)
a. One (1) camera typical of Type C.1 shall be provided and installed on the west facing roof
to provide coverage of the surface area west of the building.
b. One (1) camera typical of Type F shall be provided and installed on the southeast corner
of the roof to provide coverage of the State Street area.
C. Two (2) wireless data transmitter/receivers shall be provided and installed on the roof to
connect the locally installed cameras to the system and to other buildings.
19. BUILDING EIGHTEEN (TRUEFIRE KITCHEN & BAR, IMPECCABLE PIG, COLUMBIA
SPORTSWEAR)
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 246731 - CCTV Phase III\Proposal-Final\sckm-RUTHE-CSTXGRA-246731-
CCTV Phase III.docx, 9/17/2021 11:07 AM) Page 8 of 24 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
CCTV Phase III Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 9 of 24
a. One (1) camera typical of Type H shall be provided and installed on the northwest roof
corner to provide coverage of the Main Street area and northwest entrance to the surface
lot.
b. One (1) camera typical of Type B.1 shall be provided and installed on the northeast roof
corner to provide coverage of the Main Street area and northeast entrance to the surface
lot.
C. One (1) camera typical of Type B.1 shall be provided and installed on the northwest roof
corner to provide coverage of the Main Street area and northwest entrance to the surface
lot.
d. Two (2) wireless data transmitter/receivers shall be provided and installed on the roof to
connect the locally installed cameras to the system and to other buildings.
20. BUILDING NINETEEN (CHARMING CHARLIE)
a) One (1) camera typical of Type B.1 shall be provided and installed on the southwest corner
of the roof to provide coverage of the Prospect Street and Carroll Avenue areas.
b) One (1) camera typical of Type B.1 shall be provided and installed on the southeast corner
of the roof to provide coverage of the Prospect Street and service alley areas.
c) One (1) camera typical of Type B.1 shall be provided and installed on the northeast corner
of the roof to provide coverage of the parking and service alley areas.
d) One (1) camera typical of Type F shall be provided and installed on the northeast corner of
the roof to provide coverage of the surface lot and service alley areas.
e) One (1) camera typical of Type C.1 shall be provided and installed on the north -facing roof
to provide coverage of area north of the building.
f) Two (2) wireless data transmitter/receivers shall be provided and installed on the roof to
connect the locally installed cameras to the system and to other buildings.
21. BUILDING TWENTY (STRETCH ZONE)
a. One (1) camera typical of Type G shall be provided and installed on the northwest corner
of the roof to provide coverage of the Federal way Street and Carroll Avenue areas.
b. One (1) camera typical of Type B.1 shall be provided and installed on the northeast
corner of the roof to provide coverage of the Federal Way and service alley areas.
C. One (1) camera typical of Type B.1 shall be provided and installed on the southeast
corner of the roof to provide coverage of the surface lot and service alley areas.
d. One (1) camera typical of Type F shall be provided and installed on the south -facing roof
to provide coverage of area south of the building.
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 246731 - CCTV Phase III\Proposal-Final\sckm-RUTHE-CSTXGRA-246731-
CCTV Phase III.docx, 9/17/2021 11:07 AM) Page 9 of 24 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
CCTV Phase III Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 10 of 24
e. Two (2) wireless data transmitter/receivers shall be provided and installed on the roof to
connect the locally installed cameras to the system and to other buildings.
22. BUILDING TWENTY-ONE (FUSION ACADEMY SOUTHLAKE, MARKET BY MACY'S)
a. One (1) camera typical of Type C.1 shall be provided and installed on the north -facing roof
to provide coverage of the surface area north of the building.
b. One (1) camera typical of Type C.1 shall be provided and installed on the west facing roof
to provide coverage of the area west of the building and Prospect Street to Carrol Avenue.
C. One (1) camera typical of Type E shall be provided and installed on the west facing roof
to provide coverage of the area west of the building and Prospect Street to Carrol Avenue.
d. Two (2) wireless data transmitter/receivers shall be provided and installed on the roof to
connect the locally installed cameras to the system and to other buildings.
23. BUILDING TWENTY-TWO EXTERIOR (PUBLIC SAFETY BUILDING)
a. Two (2) cameras typical of Type E shall be provided and installed on the east roof to
provide coverage of south State Street and east Division Street.
b. Two (2) cameras typical of Type J shall be provided and installed on the east roof to provide
coverage of south State Street and east Division Street to Central Avenue.
C. Two (2) cameras typical of Type C.1 shall be provided and installed on the south -facing
roof to provide coverage of the surface area south of the building.
d. One (1) camera typical of Type C.1 shall be provided and installed on the north facing roof
to provide coverage of the south east corner of the parking garage surface area.
e. One (1) camera typical of Type C.1 shall be provided and installed on the north facing roof
to provide coverage of the south west corner of the parking garage surface area and fire
department rear driveway.
f. One (1) camera typical of Type H shall be provided and installed on the southwest corner
of the roof to provide coverage of the Division Street / Carroll Avenue intersection
g. One (1) camera typical of Type H shall be provided and installed on the northeast corner
of the parking garage roof to provide coverage of the north parking garage gate entrance.
h. One (1) camera typical of Type E shall be provided and installed on the northeast roof
corner to provide coverage of the State St.
i. One (1) camera typical of Type E shall be provided and installed on the northwest parking
garage roof corner to provide coverage of the Carroll Avenue intersection entrance and
driveway.
Two (2) cameras typical of Type B.1 shall be provided and installed on the west -facing
roof to provide coverage of the Service Alley area.
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 246731 - CCTV Phase III\Proposal-Final\sckm-RUTHE-CSTXGRA-246731-
CCTV Phase III.docx, 9/17/2021 11:07 AM) Page 10 of 24 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
CCTV Phase III Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 11 of 24
k. Four (4) cameras typical of Type B.1 shall be provided and installed on the north -facing
roof to provide coverage of the nearby areas.
1. One (1) cameras typical of Type B.1 shall be provided and installed on the south east -
facing roof to provide coverage of the nearby parking and sidewalk areas.
In. One (1) camera typical of Type C.1 shall be provided and installed on the east -facing roof
to provide coverage of the State Street entrance.
n. One (1) camera typical of Type A.2 shall be provided and installed on the west side parking
garage light pole to provide coverage of the upper level of the parking garage.
o. One (1) wireless data transmitter/receivers shall be provided and installed on the roof to
connect the locally installed cameras to the system and to other buildings.
24. SUMMIT PARK
a. Two (2) cameras typical of type C.2 shall be provided, mounted on posts provided and
installed by Ford to provide coverage of the north side of the park.
b. Three (3) cameras typical of type A.2 shall be provided and mounted on existing lamp
posts to provide coverage of the south side of the park.
C. Two (2) cameras typical of type E shall be shall be provided and mounted on existing lamp
posts to provide coverage of the parking lot south pf the park.
d. One (1) camera typical of type F shall be provided, mounted on an existing lamp post to
provide coverage of Summit avenue to Southlake Boulevard.
25. SURFACE PARKING LOTS
a. Three (3) Type A.2 cameras shall be provided and mounted on existing lamp posts to
provide 360-degree coverage of the surface parking lot south of Summit Park.
b. Five (5) Type A.2 cameras shall be provided and mounted on existing lamp posts to provide
360-degree coverage of the surface parking lot near Trader Joe's.
C. Twelve (12) Type A.2 cameras shall be provided and mounted on existing lamp posts to
provide 360-degree coverage of the surface lots southwest of the intersection of Main Street
and State Street.
d. Four (4) Type A.2 cameras shall be provided and mounted on existing lamp posts to
provide 360-degree coverage of the surface lot west of Rockfish and north of Main Street.
e. One (1) camera typical of type F shall be provided, mounted on an existing lamp post to
provide coverage of the surface lot west of Rockfish and north of Main Street.
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 246731 - CCTV Phase III\Proposal-Final\sckm-RUTHE-CSTXGRA-246731-
CCTV Phase III.docx, 9/17/2021 11:07 AM) Page 11 of 24 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
CCTV Phase III Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 12 of 24
f. Two (2) Type A.2 cameras shall be provided and mounted on existing lamp posts to provide
360-degree coverage of the surface lot at the southwest corner of North Carroll Avenue
and Prospect Street.
g. Three (3) Type A.2 cameras shall be provided and mounted on existing lamp posts to
provide 360-degree coverage of the surface parking lots located south of Federal Way and
west of the West Parking Garage.
h. One (1) Type A.2 cameras shall be provided and mounted on existing lamp posts to provide
360-degree coverage of the surface parking lots located west of the post office parking lot.
i. Two (2) Type G cameras shall be provided and mounted on existing lamp posts to provide
coverage of the surface parking lots located south of Federal Way and west of the West
Parking Garage.
Three (3) Type F cameras shall be provided and mounted on existing lamp posts to provide
coverage of the surface parking lots located south of Federal Way and west of the West
Parking Garage.
k. Two (2) Type C.2 cameras shall be provided and mounted on an existing lamp post to
provide 180-degree coverage of the surface parking lots located south of Federal Way and
west of the West Parking Garage.
a. All cameras shall be connected with CAT6 wire to powered network switches/transponders
installed on Buildings 1 thm 22.
b. One (1) wireless data transmitter/receiver shall be provided and installed on each lamp post
to connect the locally installed camera to the system.
C. Five (5) 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.
d. One (1) 52-port Gigabit network switch shall be provided and installed in the OFE
equipment racks in the server room on the first floor of Town Hall. The exact location shall
be coordinated prior to installation.
27. ELECTRICAL
a. Electrical, conduit, and roofing work for all camera endpoints is included in this proposal
1) All work shall be completed by licensed, insured and/or certified trade contractors
and permitted and/or approved by the City of Southlake.
28. 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
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CCTV Phase III.docx, 9/17/2021 11:07 AM) Page 12 of 24 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
CCTV Phase III Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 13 of 24
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 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.
j. 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.
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 246731 - CCTV Phase III\Proposal-Final\sckm-RUTHE-CSTXGRA-246731-
CCTV Phase III.docx, 9/17/2021 11:07 AM) Page 13 of 24 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
CCTV Phase III Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 14 of 24
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.
29. 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
e. Testing and alignment of video systems
f. Training
g. Warranty service
h. Providing as -built drawings with wire numbers and labels
30. 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 will renew and be billed in advance on an annual basis unless the Customer notifies
Ford of its intent to cancel. The Customer may cancel at any time prior to the work being
performed. PM visits are subject to adjustments based on the age of the equipment and
Ford's labor cost.
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-
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 246731 - CCTV Phase III\Proposal-Final\sckm-RUTHE-CSTXGRA-246731-
CCTV Phase III.docx, 9/17/2021 11:07 AM) Page 14 of 24 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
CCTV Phase III Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 15 of 24
site installation, test out, and commissioning of this project will take twenty-seven (27) weeks. The
total time required to complete the project is approximately thirty-seven (37) weeks from agreement
execution. The completion of Ford's work depends upon the facility being secure, dust -free, air-
conditioned, and quiet. Due to the ongoing presence of the Covid 19 virus and delays in the
equipment supply chain, delays in the scheduled installation of AV systems can occur. Ford will
keep you informed if scheduling changes become necessary.
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
PHASE 3 CCTV EQUIPMENT (TIPS CONTRACT, #200904)
Quantity Description Price Extension
5.00
AVIG.NVR4XPRM96 96 NVR PREMIUM
31,212.00
156,060.00
152.00
AVIG.ACC7-ENT ACC7 ENTERPRISE CAMERA LICENSE
251.00
38,152.00
2.00
AVIG.61CH5PROB 61 MP H5 PRO BOX CAMERA
13,265.00
26,530.00
3.00
AVIG.40CH5PROB 40 MP H5 PRO BOX CAMERA
9,728.00
29,184.00
9.00
AVIG.26CH5PROB 26 MP H5 PRO BOX CAMERA
7,959.00
71,631.00
20.00
AVIG. I 6CH5PROB 16 MP H5 PRO BOX CAMERA
6,633.00
132,660.00
5.00
AVIG.8C-H5PRO-B 8 MP H5 PRO BOX CAMERA
2,653.00
13,265.00
38.00
AVIG.32CH4A4MH3 CAME,4X8 MP,WDR,4MM,MULTIHEAD
2,122.00
80,636.00
41.00
AVIG.24CH4A3MH2 CAME,8MP 270DEG MULTIHEAD DOME
1,857.00
76,137.00
22.00
AVIG.24CH4A3MH1 CAME,3X8MP WDR 180 DEGREE CA
1,857.00
40,854.00
8.00
AVIG.8.00H5ABO1 CAME,8MP BOX CAMERA
1,327.00
10,616.00
4.00
AVIG.5.00H5AB02 CAME,5MP WDR, 9-22MM LENS IR
1,101.00
4,404.00
2.00
AVIG.LEF1506005 TAMRON 150-600MM F/5-6.3 VC G2
2,276.00
4,552.00
12.00
AVIG.LEF7020028 TAMRON 70-200MM F/2.8 VC G2 LE
2,103.00
25,236.00
16.00
AVIG.LEF247028T CAME, 24-70, F/2.8, GEN 2, AU
1,950.00
31,200.00
9.00
AVIG.LEFS183518 SIGMA 18-35MM F/1.8 LENS FOR P
1,301.00
11,709.00
99.00
AVIG.H4AMHADPEN OUTDOOR PENDANT MOUNT A
141.00
13,959.00
101.00
AVIG.H4AMHDOCOV ACCE,DOME BUBBLE & COV
141.00
14,241.00
101.00
AVIG.IRPTZMNTWA PEDANT WALL MOUNT ADA
84.00
8,484.00
101.00
AVIG.H4AMHADIRI ACCE,OPTIONAL IR RING FOR PEND
292.00
29,492.00
101.00
AVIG.POEINJ26OW POE++ 60W INJECTOR NA
133.00
13,433.00
99.00
AVIG.H4MTPOLE1 CAMERA POLE MOUNT ADAPTER
80.00
7,920.00
44.00
AVIG.H4AMHADDOM OUTDOOR SURFACE MOUNT AD
141.00
6,204.00
2.00
AVIG.H4MTCRNRI MOUN,CORNER MOUNT ADAP
80.00
160.00
12.00
AVIG.H4BOJBOX1 SECU,JUNCT BX FOR H4ABOIR CAM
80.00
960.00
14.00
AVIG.ESHDHSXL EXTRA LARGE CAMER ENCLOSURE FO
1,479.00
20,706.00
25.00
AVIG.ESHDHWSLG LARGE CAMERA ENCLOSURE FOR
360.00
9,000.00
39.00
AVIG.ES-HD-IPM ACCE,POWER MODULE
204.00
7,956.00
2.00
AVIG.ESHDMNTCOR DAP,CORNER MOUNT ADAPT
56.00
112.00
20.00
AVIG.ESHDMNTWBL BVIDEO JOINT WALL ARM FOR ES-H
702.00
14,040.00
39.00
AVIG.ESHDPOLELG ACCE,POLE MOUNT STRAPS
139.00
5,421.00
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CCTV Phase III.docx, 9/17/2021 11:07 AM) Page 15 of 24 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
CCTV Phase III Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 16 of 24
2.00
AVIG.IRPTZMNTNP ADAP,PENDANT NPT ADAPTER
49.00
98.00
41.00
ALTR.PMK2 ACCE, POLE MOUNT KIT
99.59
4,083.19
41.00
ALTR.NETWAYSP3W 120WATT NEMA POWER SUPPL
621.26
25,471.66
1.00
CISC.SG35052MPK SWIT,52PORT,GIGABIT,MAXPOE,MAN
2,258.00
2,258.00
2.00
C2G.37199 PATC,24P,CAT6,110,PATCHPANEL
92.49
184.98
41.00
UBIQ.LTU-LITE 5 GHZ PTMP LTU CLIENT RADIO
87.50
3,587.50
11.00
UBIQ.LTU-ROCKET LTU BASE RADIO FOR PTMP & PTP
399.00
4,389.00
12.00
UBIQ.GBEPLUSUS AIRMAX GIGABEAM PLUS 60 GHZ RA
173.00
2,076.00
24.00
UBIQ.GBE-LR AIRMAX GIGABEAM LONG-RANGE 60/
199.00
4,776.00
2.00
UBIQ.NS5ACUS DATA,5 GHZ NANOSTATION AC
129.00
258.00
20.00
UBIQ.EPSI6US DATA,OUTDOOR,EDGEPOINT 16PORT
529.00
10,580.00
145.00
UBIQ.ETHSPG2 POWE,ETHERNET SURGE PROT GEN 2
13.00
1,885.00
20.00
UBIQ.EP-54V-72W DATA,EDGEPOWER 54V 72W
159.00
3,180.00
92.00
UBIQ.INS3AFIG ACCE,INSTANT POE CONVERTER
20.00
1,840.00
5.00
UBIQ.AM5AC2160 DATA,60 DEGREE ANTENNA
199.00
995.00
3.00
UBIQ.AM5AC2245 DATA,45 DEGREE ANTENNA
199.00
597.00
3.00
UBIQ.AM-5G20-90 DATA,90 DEGREE ANTENNA
139.00
417.00
92.00
UBIQ.UB-AM ACCE,ANTENNA MOUNT, SURFACE
7.00
644.00
14,000.00
WEST.4246-OSP WIRE,CAT6,OUTDOOR,23AWG,4PR
.47
6,580.00
300.00
WEST.4246A WIRE,4PR CAT6A UTP CMR
.45
135.00
4,500.00
CORN.006TSFT418 6 STRAND,MM,OM3,10G,RISER,PVC
1.74
7,830.00
1.00
MOUNTING HARDWARE
5,555.56
5,555.56
1.00
CONNECTORS, JUMPERS, TIES
3,888.89
3,888.89
20.00
NEMA ENCLOSURES
444.44
8,888.80
150.00
MICRO SD CARDS
27.78
4,167.00
2.00
UPS POWER
1,222.22
2,444.44
80.00
FIBER CONNECTORS
32.22
2,577.60
1.00
JHOOKS
277.78
277.78
33.00
EXTERIOR MOUNTING SLEIGHS
83.33
2,749.89
300.00
EXTERIOR CINDER BLOCKS WEIGHT
2.74
822.00
1.00
ADD MISC COMPONENTS & MATERIAL
8,888.89
8,888.89
20.00
FENCE POSTS
66.67
1,333.40
20.00
FENCE POST MOUNTS
37.22
744.40
5.00
SFP MODULES
1,222.22
6,111.10
Sub Total 1035,229.08
MATERIAL DISCOUNT (TIPS CONTRACT, #200904)
Quantity Description Price Extension
AVIGILON PRODUCT DISCOUNT-13,481.91
Sub Total-13,481.91
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CCTV Phase III.docx, 9/17/2021 11:07 AM) Page 16 of 24 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
CCTV Phase III Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 17 of 24
SYSTEM INTEGRATION (TIPS CONTRACT, #200904)
Quantity Description Price Extension
DESIGN, ENGINEERING, FABRICATION, PROJECT MANAGEMENT,
INSTALLATION, COMMISSIONING, TRAINING AND WARRANTY 394,065.55
Sub Total 394,065.55
Merchandise:
1,03 5,229.08
Integration:
394,065.55
Other:
.00
Freight:
.00
Sales Tax:
.00
Total Amount: 1,415,812.72
E. COST SUMMARY AND TERMS
PROPOSED TOTAL:
$1,415,812.72
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.
TERMS: The Customer shall issue a purchase order in accordance with the terms and conditions of
the TIPS Contract, #200904.
Ford shall issue monthly progress invoices.
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.
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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
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CCTV Phase III.docx, 9/17/2021 11:07 AM) Page 17 of 24 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
CCTV Phase III Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 18 of 24
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 parry 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
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.
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CCTV Phase III.docx, 9/17/2021 11:07 AM) Page 18 of 24 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
CCTV Phase III Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 19 of 24
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.
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
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 246731 - CCTV Phase III\Proposal-Final\sckm-RUTHE-CSTXGRA-246731-
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parties hereto and is not for general distribution within or outside their respective companies.
City of Southlake Ford Audio -Video Systems, LLC
CCTV Phase III Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 20 of 24
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.
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.
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 246731 - CCTV Phase III\Proposal-Final\sckm-RUTHE-CSTXGRA-246731-
CCTV Phase III.docx, 9/17/2021 11:07 AM) Page 20 of 24 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
CCTV Phase III Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 21 of 24
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.
i. Please contact Ford to receive a customized price quote on the Advanced Training Program
option.
H. BUILDING CONSTRUCTION AND SYSTEM INSTALLATION
VISUAL INSPECTION:
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CCTV Phase III.docx, 9/17/2021 11:07 AM) Page 21 of 24 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
CCTV Phase III Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 22 of 24
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.
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CCTV Phase III.docx, 9/17/2021 11:07 AM) Page 22 of 24 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
CCTV Phase III Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 23 of 24
rtK4ia;1r:11.to) a
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.
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
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CCTV Phase III.docx, 9/17/2021 11:07 AM) Page 23 of 24 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
CCTV Phase III Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 24 of 24
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 $1,415,812.72, 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
Ehren Rutherford
Senior Account Manager
Mathew Scott Hall
Vice President
Date
CITY OF SOUTHLAKE
Authorized Signature
Printed Name and Title
Date
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CCTV Phase III.docx, 9/17/2021 11:07 AM) Page 24 of 24 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.
force
September 17, 2021
Ms. Kodi Wilder
City of Southlake
1400 Main Street, Suite 420
Southlake, TX 76092
RE: Public Safety Building 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
authorization of Ford. Please let us know if any questions arise. We look forward to serving you. 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
Sincerely,
FORD AUDIO -VIDEO SYSTEMS, LLC FORD AUDIO -VIDEO SYSTEMS, LLC
Ehren Rutherford Mathew Scott Hall
Senior Account Manager Vice President
Voice: 972-241-9966
Email: ruthe@forday.com
Website: www.forday.com
4901 Statesman Drive, Irving, TX 75063 972-241-9966 www.forday.com
City of Southlake Ford Audio -Video Systems, LLC
Public Safety Building CCTV Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 2 of 17
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, Texas
(Customer) in their remodel project:
1. PUBLIC SAFETY BUILDING CCTV SYSTEM
a. Type A camera assembly: four (4) x 5MP (multi -head) 2.8mm lens, with 360 view;
includes dome bubble and outdoor pendant mount and IR illuminator ring
b. Type B camera assembly: three (3) x 3MP (multi -head) 4.0mm lens, with 180 view;
includes dome bubble and outdoor pendant mount and IR illuminator ring
C. Type C camera assembly: 8MP pendant mount dome camera with integrated IR
illuminator
d. Type D camera assembly: 8MP indoor surface mount dome with integrated IR
illuminator
e. Type E camera assembly: 6MP indoor surface mount dome with integrated IR
illuminator
f. Type F camera assembly: 4MP indoor surface mount dome with integrated IR illuminator
g. Type G camera assembly: 2MP indoor surface mount dome with integrated IR
illuminator
h. All cameras shall be equipped with the Avigilon ACC 7 Enterprise Edition camera license
2. LOWER PARKING LEVEL/FIRST FLOOR
a. Cameras typical of Type A shall be provided and ceiling mounted in the following
locations and quantities:
1) Two (2) Parking Garage
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Safety Building CCTV.docx, 9/17/2021 9:51 AM) Page 2 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the
parties hereto and is not for general distribution within or outside their respective companies.
City of Southlake Ford Audio -Video Systems, LLC
Public Safety Building CCTV Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 3 of 17
2) One (1) Center of the Future Holding Area
b. Cameras typical of Type B shall be provided and ceiling mounted in the following locations
and quantities:
1) One (1) North Side of the Evidence Area
2) One (1) Near the East Wall of the Garage Facing West
C. Cameras typical of Type F shall be provided and ceiling mounted in the following locations
and quantities:
1) One (1) North East Parking Garage Near the Emergency Generator
2) One (1) Parking Garage Facing East Towards the Vehicular Entrance
3) One (1) Parking Garage Facing East Towards the Vehicle Bay
4) One (1) Parking Garage Near the Entrance to the Building
5) Two (2) Near the East Wall of the Vehicle Bay Facing West Towards the
Entrance
6) One (1) Main/Telco Computer Room
7) One (1) Parking Garage Near the Intake Entrance
8) One (1) Facing the Entrance to Weapons Cleaning
9) One (1) Room East of the Motor Maintenance Storage Room
10) One (1) Property and Evidence Storage
11) One (1) Latents Lab Facing South West
12) One (1) Latents Lab Facing north East
13) Parking Garage Near Wall Facing North Near Drying Room
14) Intake Room South of Vehicle Bay
15) Outside Drying Rom Facing Property & Evidence
d. Two (2) cameras typical of Type D shall be provided and installed in the Property &
Evidence Storage Room.
e. Cameras typical of Type C shall be provided and ceiling mounted in the following locations
and quantities:
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Safety Building CCTV.docx, 9/17/2021 9:51 AM) 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.
City of Southlake Ford Audio -Video Systems, LLC
Public Safety Building CCTV Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 4 of 17
1) Two (2) Future Holding Area
e. Cameras typical of Type G shall be provided and ceiling mounted in the center of the
detention area.
1) One (1) Intake/Livescan
2) One (1) Near the Entrance to the Mechanical Room
3) One (1) Entrance to the Stairwell near the Tactical Equipment Storage
4) One (1) Hallway near the Entrance to Vest
5) One (1) Evidence Viewing Room
6) One (1) Drug Room
7) One (1) Drying Room
8) One (1) Evid. Proc. Room
9) One (1) B&T Room
10) One (1) Evidence Area Facing the Entrance from the Parking Garage
11) One (1) Hold. Vis. Lobby
12) One (1) Stairs Near the Vis. Elevator
13) One (1) Stairs Near the Southwest Storage
14) One (1) Near Storage Facing the Court Archive Files
15) One (1) In Proc. Evid.
16) One (1) AFIS Files Copy
17) One (1) Vestibule East of Latents Lab Facing South West
18) One (1) Vestibule Facing the Entrance of Court Records Lobby
19) One (1) Court Records Lobby
20) One (1) Cashier Counter
21) One (1) Courts Admin.
22) One (1) Copy Layout
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Safety Building CCTV.docx, 9/17/2021 9:51 AM) 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.
City of Southlake Ford Audio -Video Systems, LLC
Public Safety Building CCTV Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 5 of 17
!�.y0WeID1a06161U
a. Two (2) cameras typical of Type D shall be provided and ceiling mounted in the north east
and south east corners of the Apparatus bay (one [ 1 ] each).
b. Two (2) cameras typical of Type E shall be provided and ceiling mounted near the north
east in the Community Room/EOC facing south east.
C. Cameras typical of Type F shall be provided and ceiling mounted in the following locations
and quantities:
1) One (1) Copy/Print Room
2) One (1) South West Wall of the Lobby Facing North West
3) One (1) South West Wall of the Lobby Near the Desk Officer Facing North
4) One (1) South West Wall of the Lobby Facing North East
d. Cameras typical of Type G shall be provided and ceiling mounted in the following
locations and quantities:
1) One (1) Entrance to The South West Stairwell
2) One (1) Near the Juvenile Room Facing the Adjacent Stairwell
3) One (1) Facing the North Entrance from the Courtyard
4) One (1) Common Area facing the Entrance to the Juvenile Rooms
5) One (1) Facing the Staff Elevator
5. THIRD FLOOR
a. Cameras typical of Type D shall be provided and ceiling mounted in the following
locations and quantities:
1) One (1) North West Corner of the Training Room
2) One (1) South East Corner of the Conference Room
b. One (1) camera typical of Type F shall be provided and ceiling mounted in the following
locations and quantities:
1) One (1) Near the South West Stairwell
2) One (1) Lobby
3) One (1) Top of the Lobby Stairwell
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Safety Building CCTV.docx, 9/17/2021 9:51 AM) 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.
City of Southlake Ford Audio -Video Systems, LLC
Public Safety Building CCTV Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 6 of 17
4) One (1) Near the Visitor's Elevator
6. FOURTH FLOOR
a. The following quantities of cameras typical of Type F shall be provided and ceiling
mounted in the following locations:
1) One (1) Near the Staff Elevator
2) One (1) Near Future Dispatch Stairwell
3) One (1) Near the Visitor's Lobby adjacent to Conference Room
7. DATA NETWORKING
a. Two (2) 96-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 DPS HQ. The exact
locations shall be coordinated prior to installation.
b. One (1) 52-port Gigabit network switch shall be provided and installed in the OFE
equipment racks in the server room on the first floor of Town Hall. The exact location shall
be coordinated prior to installation.
ELECTRICAL
a. Electrical work for all camera endpoints is included in this proposal
1) All work shall be completed by licensed, insured and/or certified trade contractors
and permitted and/or approved by the City of Southlake.
9. THE CUSTOMER SHALL BE RESPONSIBLE FOR:
a. The Customer shall have a representative (one [11 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.
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Safety Building CCTV.docx, 9/17/2021 9:51 AM) 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.
City of Southlake Ford Audio -Video Systems, LLC
Public Safety Building CCTV Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 7 of 17
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 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 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.
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.
10. FORD SHALL BE RESPONSIBLE FOR:
a. Providing line drawings for systems and equipment manuals electronically at no cost
b. Fabrication and installation of and video systems
Providing recommendations for electrical power and conduits, to be provided and installed
by the electrical contractor, for the video and control systems
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 260940 - DPS CCTV\Proposal-Final\sckm-RUTHE-CSTXGRA-260940-Public
Safety Building CCTV.docx, 9/17/2021 9:51 AM) 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.
City of Southlake Ford Audio -Video Systems, LLC
Public Safety Building CCTV Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 8 of 17
d. Installation of low voltage and video wiring for systems
e. Testing and alignment of video systems
Training
g. Warranty service
h. Providing as -built drawings with wire numbers and labels
11. 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 will renew and be billed in advance on an annual basis unless the Customer notifies
Ford of its intent to cancel. The Customer may cancel at any time prior to the work being
performed. PM visits are subject to adjustments based on the age of the equipment and
Ford's labor cost.
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 seven (7) weeks. The total
time required to complete the project is approximately seventeen (17) weeks from agreement
execution. The completion of Ford's work depends upon the facility being secure, dust -free, air-
conditioned, and quiet. Due to the ongoing presence of the Covid 19 virus and delays in the
equipment supply chain, delays in the scheduled installation of AV systems can occur. Ford will
keep you informed if scheduling changes become necessary.
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.
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 260940 - DPS CCTV\Proposal-Final\sckm-RUTHE-CSTXGRA-260940-Public
Safety Building CCTV.docx, 9/17/2021 9:51 AM) 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.
City of Southlake Ford Audio -Video Systems, LLC
Public Safety Building CCTV Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 9 of 17
D. EQUIPMENT LIST
DPSHQ INDOOR CCTV EQUIPMENT
Quantity
Description
Price
Extension
1.00
AVIG.NVR4XPRM96 96 NVR PREMIUM
31,212.00
31,212.00
1.00
AVIG.NVR4XPRM12 SECU,128TB,NVR SERVER
41,183.00
41,183.00
69.00
AVIG.ACC7-ENT ACC7 ENTERPRISE CAMERA LICENSE
251.00
17,319.00
3.00
AVIG.20CH4A4M36 4X 5MP H4 MULTISENSOR CAMERA M
1,857.00
5,571.00
2.00
AVIG.9CH4A3MH18 CAME,9C H4A 180 VIEW
1,464.00
2,928.00
2.00
AVIG.8.00H5ADP1 CAME,8MP WDR DAY/NIGHT PENDANT
1,274.00
2,548.00
6.00
AVIG.8.00H5AD I CAME,8MP INDOOR DOME IR
1,194.00
7,164.00
2.00
AVIG.60CH5AD IIR 6MP H5A INDOOR IR DOME CAMERA
1,004.00
2,008.00
27.00
AVIGACH5AD 1 IR CAME,4MP H5A D1 IR
877.00
23,679.00
27.00
AVIG.2CH5AD 1 IR CAME,2MP H5A D1 IR
752.00
20,304.00
2.00
AVIG.H4AMHADPEN OUTDOOR PENDANT MOUNT AD
141.00
282.00
5.00
AVIG.H4AMHDOCOV ACCE,DOME BUBBLE & COV
141.00
705.00
2.00
AVIG.IRPTZMNTWA PEDANT WALL MOUNT AD
84.00
168.00
5.00
AVIG.H4AMHADIRI ACCE,OPTIONAL IR RING FOR PEND
292.00
1,460.00
5.00
AVIG.POEINJ26OW POE++ 60W INJECTOR NA
133.00
665.00
3.00
AVIG.H4AMHADDOM OUTDOOR SURFACE MOUNT AD
141.00
423.00
2.00
AVIG.H4AMTNPTAI NPT MOUNT FOR H4A-DP DOME CAM
53.00
106.00
1.00
ALTR.PMK2 ACCE, POLE MOUNT KIT
99.59
99.59
1.00
ALTR.NETWAYSP3W 120WATT NEMA POWER SUP
621.26
621.26
2.00
CISC.SG35052MPK SWIT,52PORT,GIGABIT,MAXPOE,MAN
2,258.00
4,516.00
4.00
C2G.37199 PATC,24P,CAT6,110,PATCHPANEL
92.49
369.96
2.00
UBIQ.NS5ACUS DATA,5 GHZ NANOSTATION AC
129.00
258.00
1.00
UBIQ.EPS 16US DATA,OUTDOOR,EDGEPOINT 16PORT
529.00
529.00
2.00
UBIQ.ETHSPG2 POWE,ETHERNET SURGE PROT GEN 2
13.00
26.00
1.00
UBIQ.EP-54V-72W DATA,EDGEPOWER 54V 72W
159.00
159.00
1.00
UBIQ.INS3AFIG ACCE,INSTANT POE CONVERTER
20.00
20.00
1.00
UBIQ.UB-AM ACCE,ANTENNA MOUNT, SURFACE
7.00
7.00
250.00
WEST.4246-OSP WIRE,CAT6,OUTDOOR,23AWG,4PR
.47
117.50
18,000.00
WEST.4246A WIRE,4PR CAT6A UTP CMR
.43
7,740.00
3,000.00
CORN.006TSFT418 6 STRAND,MM,OM3,10G,RISER,PVC
1.74
5,220.00
1.00
MOUNTING HARDWARE
4,750.00
4,750.00
1.00
CONNECTORS, TIES, JUMPERS
2,850.00
2,850.00
1.00
NEMA ENCLOSURE
525.00
525.00
69.00
MICRO SD CARD
32.00
2,208.00
2.00
MOUNTING HARDWARE FOR PENDANT
213.29
426.58
2.00
UPS POWER SUPPLY
1,525.00
3,050.00
12.00
FIBER CONNECTORS
57.14
685.68
1.00
JHOOKS, CLAMPS, TIES
4,000.00
4,000.00
1.00
SFP MODULES
1,600.00
1,600.00
Sub Total 197,503.57
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 260940 - DPS CCTV\Proposal-Final\sckm-RUTHE-CSTXGRA-260940-Public
Safety Building CCTV.docx, 9/17/2021 9:51 AM) 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.
City of Southlake Ford Audio -Video Systems, LLC
Public Safety Building CCTV Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 10 of 17
SYSTEM INTEGRATION
Quantity Description Price Extension
DESIGN, ENGINEERING, FABRICATION,
PROJECT MANAGEMENT, INSTALLATION,
COMMISSIONING, TRAINING AND WARRANTY 128,296.30
128,296.30
Sub Total
128,296.30
Merchandise:
197,503.57
Integration:
128,296.30
Other:
.00
Freight:
.00
Sales Tax:
.00
Total Amount: 325,799.87
E. COST SUMMARY AND TERMS
PROPOSED TOTAL: $325,799.87
PREVENTATIVE MAINTENANCE: $2,625.00
ALTERNATIVE LEASING OPTION: $10,090.00 (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
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, $10,090.00, subject to credit approval and terms of the lease agreement.
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 260940 - DPS CCTV\Proposal-Final\sckm-RUTHE-CSTXGRA-260940-Public
Safety Building CCTV.docx, 9/17/2021 9:51 AM) 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.
City of Southlake Ford Audio -Video Systems, LLC
Public Safety Building CCTV Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 11 of 17
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
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-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 260940 - DPS CCTV\Proposal-Final\sckm-RUTHE-CSTXGRA-260940-Public
Safety Building CCTV.docx, 9/17/2021 9:51 AM) Page 11 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of
the parties hereto and is not for general distribution within or outside their respective companies.
City of Southlake Ford Audio -Video Systems, LLC
Public Safety Building CCTV Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 12 of 17
ARM
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.
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.
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 260940 - DPS CCTV\Proposal-Final\sckm-RUTHE-CSTXGRA-260940-Public
Safety Building CCTV.docx, 9/17/2021 9:51 AM) 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.
City of Southlake Ford Audio -Video Systems, LLC
Public Safety Building CCTV Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 13 of 17
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.
m. 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.
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,
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 260940 - DPS CCTV\Proposal-Final\sckm-RUTHE-CSTXGRA-260940-Public
Safety Building CCTV.docx, 9/17/2021 9:51 AM) 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.
City of Southlake Ford Audio -Video Systems, LLC
Public Safety Building CCTV Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 14 of 17
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
N Il 7_11►11►RI 12[$1 W817 Q1 0-3
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.
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.
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 260940 - DPS CCTV\Proposal-Final\sckm-RUTHE-CSTXGRA-260940-Public
Safety Building CCTV.docx, 9/17/2021 9:51 AM) 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.
City of Southlake Ford Audio -Video Systems, LLC
Public Safety Building CCTV Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 15 of 17
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
►V/11Yil_3a Ie109:L400to] ►A
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
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 260940 - DPS CCTV\Proposal-Final\sckm-RUTHE-CSTXGRA-260940-Public
Safety Building CCTV.docx, 9/17/2021 9:51 AM) Page 15 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of
the parties hereto and is not for general distribution within or outside their respective companies.
City of Southlake Ford Audio -Video Systems, LLC
Public Safety Building CCTV Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 16 of 17
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.
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.
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 - 260940 - DPS CCTV\Proposal-Final\sckm-RUTHE-CSTXGRA-260940-Public
Safety Building CCTV.docx, 9/17/2021 9:51 AM) 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.
City of Southlake Ford Audio -Video Systems, LLC
Public Safety Building CCTV Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 17 of 17
SYSTEM INSTALLATION AGREEMENT
Between
CITY OF SOUTHLAKE
FRO 11
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 $325,799.87, for the purchase and installation of equipment and services described in the attached
proposal.
PREVENTATIVE MAINTENANCE:
ALTERNATIVE LEASING ESTIMATED
MONTHLY PAYMENT:
$2,625.00
$10,090.00
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 CITY OF SOUTHLAKE
Ehren Rutherford
Senior Account Manager
Mathew Scott Hall
Vice President
Date
Authorized Signature
Printed Name and Title
Date
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Safety Building CCTV.docx, 9/17/2021 9:51 AM) 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.
force
July 20, 2021
Ms. Kodi Wilder
City of Southlake
1400 Main Street, Suite 420
Southlake, TX 76092
RE: Parkwood CCTV Upgrade
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
1W&C1&ZV
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
Parkwood CCTV Upgrade Submitted By: Ehren Rutherford, Senior Account Manager
July 20, 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, Texas
(Customer) in their remodel project:
1. PARKWOOD FACILITY
a. EQUIPMENT RACK
1) One (1) 24-port, 12-terabyte network video recorder (NVR) appliance shall be
provided and installed in the owner furnished equipment (OFE) equipment rack
located in the electrical closet.
a) The recorder shall reside on the OFE data network. The Customer shall
have the ability to retrieve and view the recorded video files from OFE
computers with the loaded software that resides on the OFE network.
b) The Customer is responsible for providing electrical power and a live
network drop to the rack location.
2) Six (6) indoor camera assemblies shall be provided and ceiling mounted to capture
the interior of the facility in the following locations:
a) Northeast Corner of the Multipurpose Room
b) Southwest Corner of the Multipurpose Room
c) Northwest Corner of the Multipurpose Room
d) Southwest Corner of the Room South of the Main Entry
e) Northeast Corner of the Kitchen Facing the Restrooms
f) Northwest Corner of the Kitchen
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 259100 - Parkwood\Proposal-Final\sckm-RUTHE-CSTXGRA-259100-
PARKWOOD CCTV Upgrade.docx, 7/20/2021 11:16 AM) 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
Parkwood CCTV Upgrade Submitted By: Ehren Rutherford, Senior Account Manager
July 20, 2021 Page 3 of 14
3) One (1) dual head camera shall be provided and ceiling mounted to capture the
area near the front entry door and the northwest hallway.
4) Six (6) outdoor rated cameras shall be provided and installed in the following
locations:
a) One (1) 8.0 MP bullet camera with integrated IR shall be provided and
mounted on the north exterior wall to cover the approach and the nearby
parking lot.
b) One (1) 8.0 MP bullet camera with integrated IR shall be provided and
mounted on the east exterior wall to cover the approach from the north
east.
c) One (1) 8.0 MP bullet camera with integrated IR shall be provided and
mounted on the east exterior wall to cover the approach from the north east
and the patio area.
d) One (1) 8.0 MP dome camera with integrated IR shall be mounted on the
southwest exterior wall to cover the approach from the west.
e) One (1) 8.0 MP bullet camera with integrated IR shall be provided and
mounted on the west exterior wall to cover the approach and the nearby
parking lot.
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 enviromnent 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
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PARKWOOD CCTV Upgrade.docx, 7/20/2021 11:16 AM) 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
Parkwood CCTV Upgrade Submitted By: Ehren Rutherford, Senior Account Manager
July 20, 2021 Page 4 of 14
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 systems
d. Installation of low voltage video wiring for systems
e. Testing and alignment of video systems
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PARKWOOD CCTV Upgrade.docx, 7/20/2021 11:16 AM) 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
Parkwood CCTV Upgrade Submitted By: Ehren Rutherford, Senior Account Manager
July 20, 2021 Page 5 of 14
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) week. 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
CCTV EQUIPMENT (TIPS CONTRACT, #200904)
Quantity Description Price Extension
1.00
AVIG.VMAAS324P1
HD APPLIANCE PRO 24-PORT 18TB
6,929.00
6,929.00
13.00
AVIG.ACC7-ENT ACC7
ENTERPRISE CAMERA LICENSE
251.00
3,263.00
5.00
AVIG.8.0CH5ABO1
CAME,8MP BOX CAMERA
1,327.00
6,635.00
1.00
AVIG.8CH5ADOlIR
CAME,8MP,H5A,DOI,IR,OUTDOOR
1,327.00
1,327.00
1.00
AVIG.6.00H5DHD 1
2X 3MP H5A DUAL HEAD CAMERA
1,127.00
1,127.00
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PARKWOOD CCTV Upgrade.docx, 7/20/2021 11:16 AM) 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
Parkwood CCTV Upgrade Submitted By: Ehren Rutherford, Senior Account Manager
July 20, 2021 Page 6 of 14
4.00
AVIG.2CH5ADIIR CAME,2MP H5A D1 IR
752.00
3,008.00
6.00
AVIG.H4BOJBOXI SECU,JUNCT BX FOR H4ABOIR CAM
80.00
480.00
1.00
AVIG.RAILSBAS31 ACCE,RACK,RAILS,HDVA3,16/24P
55.00
55.00
1.00
CONNECTORS, TIES, JUMPERS
705.00
705.00
1.00
MOUNTING HARDWARE
1,050.00
1,050.00
1.00
AVIG.5CH5ACRIIR CAME,H5A CORNER CRS 5 MP IR
1,415.00
1,415.00
1.00
AVIG.3CH5ACRIIR CAME,H5A CORNER CRS 3MP IR
1,061.00
1,061.00
2,000.00
WEST.4246F WIRE,4P,23G,SHLD,CAT6,PVC
.49
980.00
Sub Total
28,035.00
SYSTEM INTEGRATION (TIPS CONTRACT, #200904)
Quantity
Description
Price
Extension
DESIGN, ENGINEERING, FABRICATION,
PROJECT MANAGEMENT, INSTALLATION,
COMMISSIONING, TRAINING AND WARRANTY
11,955.75
11,955.75
Sub Total
11,955.75
Merchandise:
28,035.00
Integration:
11,955.75
Other:
.00
Freight:
.00
Sales Tax:
.00
Total Amount: 39,990.75
E. COST SUMMARY AND TERMS
PROPOSED TOTAL: $39,990.75
PREVENTATIVE MAINTENANCE: $750.00
ALTERNATIVE LEASING OPTION: $1,260.00 (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 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, #200904.
100% invoiced upon completion.
All invoices are due Net 30.
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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
Parkwood CCTV Upgrade Submitted By: Ehren Rutherford, Senior Account Manager
July 20, 2021 Page 7 of 14
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, $1,260.00, 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.
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PARKWOOD CCTV Upgrade.docx, 7/20/2021 11:16 AM) 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
Parkwood CCTV Upgrade Submitted By: Ehren Rutherford, Senior Account Manager
July 20, 2021 Page 8 of 14
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
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.
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PARKWOOD CCTV Upgrade.docx, 7/20/2021 11:16 AM) 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
Parkwood CCTV Upgrade Submitted By: Ehren Rutherford, Senior Account Manager
July 20, 2021 Page 9 of 14
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.
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.
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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
Parkwood CCTV Upgrade Submitted By: Ehren Rutherford, Senior Account Manager
July 20, 2021 Page 10 of 14
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
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:
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 259100 - Parkwood\Proposal-Final\sckm-RUTHE-CSTXGRA-259100-
PARKWOOD CCTV Upgrade.docx, 7/20/2021 11:16 AM) 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
Parkwood CCTV Upgrade Submitted By: Ehren Rutherford, Senior Account Manager
July 20, 2021 Page 11 of 14
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.
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.
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PARKWOOD CCTV Upgrade.docx, 7/20/2021 11:16 AM) 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
Parkwood CCTV Upgrade Submitted By: Ehren Rutherford, Senior Account Manager
July 20, 2021 Page 12 of 14
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.
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PARKWOOD CCTV Upgrade.docx, 7/20/2021 11:16 AM) 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
Parkwood CCTV Upgrade Submitted By: Ehren Rutherford, Senior Account Manager
July 20, 2021 Page 13 of 14
NIXON a911I:11►to) a
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.
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
��, Q_�
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 - 259100 - Parkwood\Proposal-Final\sckm-RUTHE-CSTXGRA-259100-
PARKWOOD CCTV Upgrade.docx, 7/20/2021 11:16 AM) 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
Parkwood CCTV Upgrade Submitted By: Ehren Rutherford, Senior Account Manager
July 20, 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 $39,990.75, for the purchase and installation of equipment and services described in the attached
proposal.
PREVENTATIVE MAINTENANCE:
ALTERNATIVE LEASING ESTIMATED
MONTHLY PAYMENT:
$750.00
$1,260.00
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 CITY OF SOUTHLAKE
Ehren Rutherford
Senior Account Manager
Mathew Scott Hall
Vice President
Date
Authorized Signature
Printed Name and Title
Date
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PARKWOOD CCTV Upgrade.docx, 7/20/2021 11:16 AM) 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.
force
September 17, 2021
Ms. Kodi Wilder
City of Southlake
1400 Main Street, Suite 420
Southlake, TX 76092
RE: Legends Hall Ballroom Cameras
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
AV&U&14&
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
Legends Hall Ballroom Cameras Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 2 of 11
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, Texas (Customer) in their
remodel project:
LEGENDS HALL COMMUNITY ROOM
a. Four (4) 8MP, 4.9-8MM, day/night, in ceiling dome cameras shall be provided and
recessed in the ceiling near each of the corners of the room (one [ 1 ] each).
b. Two (2) 8MP, 4.9-8MM, day/night, in ceiling dome cameras shall be provided and ceiling
mounted near the center of the south and north walls room (one [ 1 ] each).
C. Each camera shall be equipped with the Avigilon ACC 7 Enterprise Edition camera license.
d. Each camera shall be connected to the existing CCTV network.
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.
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 254995 - Legends Hall Ballroom CCTV\Proposal-Final\sckm-RUTHE-
CSTXGRA-254995-Legends Hall Ballroom Cameras.docx, 9/17/2021 11:25 AM) Page 2 of 11 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
Legends Hall Ballroom Cameras Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 3 of 11
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 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 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.
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
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CSTXGRA-254995-Legends Hall Ballroom Cameras.docx, 9/17/2021 11:25 AM) Page 3 of 11 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
Legends Hall Ballroom Cameras Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 4 of 11
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
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 will renew and be billed in advance on an annual basis unless the Customer notifies
Ford of its intent to cancel. The Customer may cancel at any time prior to the work being
performed. PM visits are subject to adjustments based on the age of the equipment and
Ford's labor cost.
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 four (4) days. The total time
required to complete the project is 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. Due to the ongoing presence of the Covid 19 virus and delays in the equipment supply
chain, delays in the scheduled installation of AV systems can occur. Ford will keep you informed
if scheduling changes become necessary.
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
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 254995 - Legends Hall Ballroom CCTV\Proposal-Final\sckm-RUTHE-
CSTXGRA-254995-Legends Hall Ballroom Cameras.docx, 9/17/2021 11:25 AM) Page 4 of 11 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
Legends Hall Ballroom Cameras Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 5 of 11
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
BALLROOM CCTV EQUIPMENT (TIPS CONTRACT, #200904)
Quantity Description
6.00
AVIG.ACC7-ENT ACC7 ENTERPRISE CAMERA LICENSE
1,000.00
WEST.254246A WIRE,4PR,CAT6,PLN,ENHANCED
1.00
MOUNTING HARDWARE
1.00
CONNECTORS, JUMPERS, TIES
1.00
FIRE PROOFING CAULK
1.00
RAM BOARD FOR LIFT/FLOOR PROT
2.00
AVIG.8.00H5AD I I CAME,8MP INDOOR DOME IR
4.00
AVIG.8CH5ADC I IR CAME,8MP IN -CEILING DOME W/IR
4.00
AVIG.H4DCCPNLI METAL CEILING PANEL H5A CAMERA
SYSTEM INTEGRATION (TIPS CONTRACT, #200904)
Quantity Description
DESIGN, ENGINEERING, FABRICATION,
PROJECT MANAGEMENT, INSTALLATION,
COMMISSIONING, TRAINING AND WARRANTY
E. COST SUMMARY AND TERMS
PROPOSED TOTAL:
PREVENTATIVE MAINTENANCE:
ALTERNATIVE LEASING OPTION
$18,362.30
$500.00
Price Extension
251.00
1,506.00
.69
690.00
928.57
928.57
357.14
357.14
285.71
285.71
214.29
214.29
1,194.00
2,388.00
1,238.00
4,952.00
84.00
336.00
Sub Total 11,657.71
Price Extension
6,704.59 6,704.59
Sub Total 6,704.59
Merchandise:
11,657.71
Integration:
6,704.59
Other:
.00
Freight:
.00
Sales Tax:
.00
Total Amount: 18,362.30
$585.00 (estimated monthly payment)
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CSTXGRA-254995-Legends Hall Ballroom Cameras.docx, 9/17/2021 11:25 AM) Page 5 of 11 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
Legends Hall Ballroom Cameras Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 6 of 11
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, #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
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, $585.00, 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
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CSTXGRA-254995-Legends Hall Ballroom Cameras.docx, 9/17/2021 11:25 AM) Page 6 of 11 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
Legends Hall Ballroom Cameras Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 7 of 11
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
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
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 254995 - Legends Hall Ballroom CCTV\Proposal-Final\sckm-RUTHE-
CSTXGRA-254995-Legends Hall Ballroom Cameras.docx, 9/17/2021 11:25 AM) Page 7 of 11 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
Legends Hall Ballroom Cameras Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 8 of 11
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.
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.
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.
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 254995 - Legends Hall Ballroom CCTV\Proposal-Final\sckm-RUTHE-
CSTXGRA-254995-Legends Hall Ballroom Cameras.docx, 9/17/2021 11:25 AM) Page 8 of 11 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
Legends Hall Ballroom Cameras Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 9 of 11
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.
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.
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 254995 - Legends Hall Ballroom CCTV\Proposal-Final\sckm-RUTHE-
CSTXGRA-254995-Legends Hall Ballroom Cameras.docx, 9/17/2021 11:25 AM) Page 9 of 11 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
Legends Hall Ballroom Cameras Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 10 of 11
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.
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.
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 - 254995 - Legends Hall Ballroom CCTV\Proposal-Final\sckm-RUTHE-
CSTXGRA-254995-Legends Hall Ballroom Cameras.docx, 9/17/2021 11:25 AM) Page 10 of 11 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
Legends Hall Ballroom Cameras Submitted By: Ehren Rutherford, Senior Account Manager
September 17, 2021 Page 11 of 11
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 $18,362.30, for the purchase and installation of equipment and services described in the attached
proposal.
PREVENTATIVE MAINTENANCE:
ALTERNATIVE LEASING ESTIMATED
MONTHLY PAYMENT:
$500.00
$585.00
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 CITY OF SOUTHLAKE
Ehren Rutherford
Senior Account Manager
Mathew Scott Hall
Vice President
Date
Authorized Signature
Printed Name and Title
Date
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use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies.