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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. (\\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 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 (\\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 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 (\\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 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 (\\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 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. CK�]►�lul�l►[��III[�]��dL�] 7:�i 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 (\\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 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. (\\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 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- CCTV Phase III.docx, 9/17/2021 11:07 AM) Page 19 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 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: (\\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 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. (\\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 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 (\\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 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 (\\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 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 (\\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 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: (\\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 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 (\\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 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 (\\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 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. (\\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 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 (\\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 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 (\\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 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 (\\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 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 (\\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 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. (\\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 6 of 14 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC 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. (\\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 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. (\\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 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. (\\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 9 of 14 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC 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. (\\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 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. (\\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 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 (\\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 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 (\\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 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) (\\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 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 (\\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 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 (\\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 11 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.