Item 4FCity of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
July 12, 2022
To: Shana Yelverton, City Manager
From: Chris Tribble, Director of Community Services
Subject: Approve contract with Ford AV to purchase and install equipment
upgrades for the Aria Amphitheater A/V system in an amount not to
exceed $304,140.
Action
Requested: City Council approval of the contract with Ford AV to purchase and
install equipment upgrades for the Aria Amphitheater A/V system in
an amount not to exceed $304,140.
Background
Information: The purpose of this item is to seek City Council approval of a contract
with Ford AV to purchase and install upgraded AV equipment for the
Aria Amphitheater that has been identified for replacement and
improvement.
Starting in FY 2022, City staff worked together with local partners
and stakeholders to identify areas of improvement for the Aria
Amphitheater. This included hosting multiple stakeholder meetings
with City Staff, Ford representatives, the APEX Arts League, and
representatives from the Fort Worth and Dallas Symphony
Orchestras. Key comments made by these partners included the lack
of capability to bring sound in and out of Legends Hall and to the
Aria, and the difficulty of larger ensembles performing in the space
due to inadequate amplification.
The current equipment installed at the Aria Amphitheater has not
been replaced since it was installed in late 2015. This equipment has
reached its typical replacement life of 5-8 years, so it is an ideal time
to replace it.
In addition, the AV upgrades discussed during the stakeholder
meetings would improve the functionality and service levels of the
amphitheater. Improvements include the ability to bring sound in and
out of Legends Hall and to the amphitheater, increased amplification,
Item 4F-1
Shana Yelverton, City Manager
Meeting Date – August 2, 2022
Page 2 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
and increased sound capability for larger musical ensembles and
symphony bands.
Ford AV conducted an analysis of our current equipment and
included stakeholders’ recommendations to come up with an
upgrade package more aligned with the level of events the
community and our partners desire to host at the Aria. Highlights of
the equipment upgrades include:
• New A/V Rack
• New Audio system including speakers, subwoofers, monitors,
and amps
• New 48 Channel Mixer
• New Audio Snake
• New full microphone package to accommodate the wide array
of offerings Aria seeks to attract
• New front fill speakers to boost sound closet to stage
• New lighting package to enhance stage production
• Sound connection between Aria and Legends Hall to bring
sound in and out
It is recommended to continue our partnership with Ford AV due to
the knowledge they have of our current sound system and our
community partners’ desires.
Financial
Considerations: Funding in the amount of $304,140 is approved within the FY 2022
CEDC CIP budget.
Strategic Link: This item is linked to the City’s Strategy Map related to the focus
areas of Quality Development and Infrastructure meets the corporate
objectives to provide attractive and unique spaces for the enjoyment
of personal interests and invest to provide and maintain high quality
public assets. It also addresses Critical Business Outcome CB05, to
improve quality of life through progressive implementation of
Southlake’s Comprehensive Plan recommendations.
Citizen Input/
Board Review: CEDC recommended approval (6-0) June 28, 2022
City Council consideration August 2, 2022
Legal Review: N/A City Attorney Review Not Required
Item 4F-2
Shana Yelverton, City Manager
Meeting Date – August 2, 2022
Page 3 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Alternatives: Alternatives may include the following:
• Approve contract as presented
• Approve contract with revisions
• Decision not to approve contract
Supporting
Documents: Ford Proposal, Contract, and Quote
Recommendation: City Council approval of a contract with Ford AV to purchase and
install equipment upgrades for the Aria Amphitheater A/V system in
an amount not to exceed $304,140.
Item 4F-3
4901 Statesman Drive, Irving, TX 75063 972-241-9966 www.fordav.com
May 17, 2022
Ms. Kodi Wilder
City of Southlake
1400 Main Street, Suite 420
Southlake, TX 76092
RE: Aria Amphitheater
Dear Ms. Wilder:
Ford Audio-Video Systems, LLC (Ford) respectfully submits for your consideration the attached proposal, which covers
the details of the system requirements in the following outline:
A. Introduction
B. Description of Work and Responsibilities
C. Installation Schedule
D. Equipment List
E. Cost Summary and Terms
F. Guarantees and Limitations of Warranty
G. Training and Documentation
H. Building Construction and Installation
I. Acceptance
The proposed systems are based upon our understanding of your requirements as communicated to us during our meetings
and conversations. If there are any changes that need to be made, please let us know. We invite you to compare our
systems with any other: in quality, price, and professionalism of installation, we are second to none.
This proposal contains confidential pricing, design, and installation information that is proprietary to Ford and utilizes
Ford Audio-Video Systems, LLC’s TIPS Contract, #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 FORD AUDIO-VIDEO SYSTEMS, LLC
Ehren Rutherford Mathew Scott Hall
Senior Account Manager Vice President
Voice: 972-241-9966
Email: ruthe@fordav.com
Website: www.fordav.com
Item 4F-4
City of Southlake Ford Audio-Video Systems, LLC
Aria Amphitheater Submitted By: Ehren Rutherford, Senior Account Manager
May 17, 2022 Page 2 of 17
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 269638 - Aria Ampitheater\Proposal-Final\sckm-RUTHE-CSTXGRA-269638-
Aria Ampitheater.docx, 5/17/2022 9:50 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.
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, TX of Southlake, TX
(Customer) in their remodel project:
1. ARIA AMPHITHEATER
a. EQUIPMENT RACK
1) One (1) 27-space equipment rack with fans and power distribution shall be
provided and installed in the AV closet to house the AV equipment.
a) The Customer is responsible for providing electrical power and a live
network connection at the rack location.
b. AUDIO SYSTEM
1) Twelve (12) powered, linear line array loudspeakers shall be provided and installed
from the ceiling structure just behind of the front edge of the roof to provide sound
reinforcement. Six (6) shall be installed on the far right of center stage, and six (6)
shall be installed on the far left of center stage.
a) Ford shall provide a subcontractor to provide power to the speaker
locations.
2) One (1) powered, center-fill wide-coverage loudspeaker shall be provided and
installed from the ceiling structure just behind of the front edge of the roof to
provide sound reinforcement.
3) Two (2) dual 18-inch subwoofers shall be provided and installed above the stage.
4) Two (2) 12”, 2-way speakers shall be provided for use as stage monitor speakers.
5) One (1) 650 watt, 2-channel audio amplifier shall be provided and installed in the
equipment rack to power the monitor speakers.
Item 4F-5
City of Southlake Ford Audio-Video Systems, LLC
Aria Amphitheater Submitted By: Ehren Rutherford, Senior Account Manager
May 17, 2022 Page 3 of 17
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 269638 - Aria Ampitheater\Proposal-Final\sckm-RUTHE-CSTXGRA-269638-
Aria Ampitheater.docx, 5/17/2022 9:50 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.
6) One (1) 8-input x 16-output digital signal processor (DSP) shall be provided and
installed in the equipment rack for audio signal routing, equalization, feedback
suppression, echo cancellation, and compression as needed.
7) One (1) remote monitoring server shall be provided and installed in the equipment
rack to provide communication and control of the speaker system.
8) One (1) 48 channel digital mixer shall be provided and installed in a 14-RU rolling
equipment case.
a) Ford’s system training includes a general overview of the audio mixer
operation. This will consist of a basic description of the functions of the
mixing console and not a training session on how to mix live
performances. This basic training will be limited to a maximum of one (1)
hour during the training session conducted at the conclusion of the
installation. Additional training is available. See the training section of
this document and contact the Ford Training Center at 800-654-6744 for
additional information. Ford highly recommends that the basic mixing
console training session be video recorded, by the Customer, for future
reference.
9) One (1) digital audio snake with 24 XLR inputs and 12 XLR outputs shall be
provided and installed to replace the existing stage box and to connect the stage
inputs to the digital audio console.
10) Two (2) wireless microphone combo systems shall be provided and installed in the
portable equipment rack for voice amplification through the in-room ceiling
speakers as well as for web-conferencing purposes.
a) Each combo unit comes with one (1) wireless handheld microphone, one
(1) wireless belt pack transmitter with lavalier mic, and one (1) receiver
unit.
b) The receivers shall be installed in the equipment rack and the microphones
will be handed to the Customer.
c) Only one (1) of the two (2) microphones can be used with each combo
system at a time, either the handheld or lavalier, but not both.
11) One (1) antenna combiner shall be provided and installed in the portable equipment
rack
12) Four (4) wired, handheld condenser microphones shall be provided to the
Customer at the time of installation to provide voice lift.
13) Two (2) wired, unidirectional condenser microphones shall be provided to the
Customer at the time of installation to capture audio from musical instruments.
14) Two (2) large diaphragm, dynamic cardioid microphones shall be provided to the
Customer at the time of installation to capture audio from musical instruments.
Item 4F-6
City of Southlake Ford Audio-Video Systems, LLC
Aria Amphitheater Submitted By: Ehren Rutherford, Senior Account Manager
May 17, 2022 Page 4 of 17
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 269638 - Aria Ampitheater\Proposal-Final\sckm-RUTHE-CSTXGRA-269638-
Aria Ampitheater.docx, 5/17/2022 9:50 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.
15) Two (2) dynamic hypercardioid microphones shall be provided at the time of
installation to capture audio from instruments such as snare drums and acoustic
guitars.
16) Ten (10) black, height adjustable microphone stands with a round base shall be
provided and turned over to the Customer at the time of installation.
17) Six (6) adjustable boom microphone stands shall be provided to the Customer at
the time of installation.
c. OPTIONAL - FRONT FILLS
1) Six (6) 2-way loudspeakers, each with dual 5” drivers and a 2” compression driver
shall be provided for use as removable front fill speakers on the stage apron.
d. LIGHTING SYSTEM
1) Eight (8) LED ColorSource PAR light fixtures shall be provided and installed on
the front two (2) battens above the front of the stage, four (4) on each batten.
These fixtures are for stage illumination and color wash.
2) Two (2) 2-channel relay modules shall be provided and installed in the OFE
Sensor racks.
3) One (1) 1-input x 12-output DMX splitter shall be provided and installed to send
the DMX signal to the theatrical lighting fixtures.
2. THE CUSTOMER SHALL BE RESPONSIBLE FOR:
a. The Customer shall have a representative (one [1] person selected by the Customer)
available throughout the installation to make decisions on behalf of the Customer
concerning the installation. The purpose is to ensure that communication between the
Customer and Ford is accurate and responsive in the event of questions or problems that
may arise during installation.
b. The Customer shall clear the rooms involved in the installation of all activities during the
periods of installation. Ford will work with the Customer to schedule the installation.
Hours or days of work lost by the installation crew due to the inability to work as planned
will be charged to the Customer based on the extra labor and expenses required.
c. The Customer shall provide a facility that is prepared for the installation of electronic
equipment. This includes a clean, dust-free, and air-conditioned environment that is
secure and quiet. The Customer is responsible for providing a secure job site and for the
cost of loss or damage to audio, video, and lighting equipment delivered by Ford to the job
site.
d. Existing or Customer provided conduit and raceway must be in good condition for use and
be sized appropriately for the requirements of the project.
Item 4F-7
City of Southlake Ford Audio-Video Systems, LLC
Aria Amphitheater Submitted By: Ehren Rutherford, Senior Account Manager
May 17, 2022 Page 5 of 17
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 269638 - Aria Ampitheater\Proposal-Final\sckm-RUTHE-CSTXGRA-269638-
Aria Ampitheater.docx, 5/17/2022 9:50 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.
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. In the event AV equipment is installed in a finished ceiling or wall, the Customer
is responsible for the refinishing.
g. Providing a clear area with adequate ventilation and air conditioning that maintains a room
temperature not exceeding 75 degrees Fahrenheit in all rooms that are occupied by
sound/audio/video/lighting equipment racks. Sound, audio, video, and lighting equipment
produces heat which must be dissipated by ventilation or air conditioning. Prolonged
operation at room temperatures above 75 degrees Fahrenheit will shorten the life of
electronic equipment leading to premature failure of components.
h. The Customer is responsible for the installation and registration of all software on OFE
computers. Ford will provide the Customer with the system requirements for Ford
provided software, but the Customer is responsible for installing it on the OFE PC's and/or
OFE network. All software-related customer support shall be directly provided by the
software manufacturer.
i. Scaffolding or lifts provided by the Customer for use by Ford must meet OSHA safety
standards and be satisfactory to meet the needs of the Ford installation personnel. In the
event the Customer furnished scaffolding or lifts are unacceptable, Ford will present a
change request detailing the additional cost and time extension required to complete the
project.
j. Ford is not licensed for and does not perform any electrical, 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 hazar d 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.
3. FORD SHALL BE RESPONSIBLE FOR:
a. Providing line drawings for systems and equipment manuals electronically at no cost
b. Fabrication and installation of audio and video systems
c. Providing recommendations for electrical power and conduits, to be provided and installed
by the electrical contractor, for the audio, video, and control systems
d. Installation of low voltage audio and video wiring for systems
Item 4F-8
City of Southlake Ford Audio-Video Systems, LLC
Aria Amphitheater Submitted By: Ehren Rutherford, Senior Account Manager
May 17, 2022 Page 6 of 17
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 269638 - Aria Ampitheater\Proposal-Final\sckm-RUTHE-CSTXGRA-269638-
Aria Ampitheater.docx, 5/17/2022 9:50 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.
e. Electronic testing of audio systems
f. Tuning of audio processors
g. Testing and alignment of video systems
h. Training
i. Warranty service
j. 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
1. Ford will provide system drawings, purchase and fabricate equipment, program control software,
and do in-shop testing. The in-shop work will take approximately ten (10) to twelve (12) 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 two (2) weeks. The total
time required to complete the project is approximately fourteen (14) weeks from agreement
execution. The completion of Ford's work depends upon the facility being secure, dust -free, air-
conditioned, and quiet. 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.
Item 4F-9
City of Southlake Ford Audio-Video Systems, LLC
Aria Amphitheater Submitted By: Ehren Rutherford, Senior Account Manager
May 17, 2022 Page 7 of 17
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 269638 - Aria Ampitheater\Proposal-Final\sckm-RUTHE-CSTXGRA-269638-
Aria Ampitheater.docx, 5/17/2022 9:50 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.
D. EQUIPMENT LIST
MEYER LINE ARRAY-RACK/POWER/ACCESSORIES (TIPS CONTRACT, #200904)
=====================================================================================
Quantity Description Price Extension
=====================================================================================
1.00 APC.SC450RM1U MOUN,RACKMOUNT/TOWER,120V,1U 257.00 257.00
=========
Sub Total 257.00
MEYER LINE ARRAY-NON-CONTRACT
=====================================================================================
Quantity Description Price Extension
=====================================================================================
1,000.00 BELD.2141A WIRE,23/8,CAT6A,OUTDOOR,SHIELD 1.09 1,090.00
300.00 BELD.9451 WIRE,1PR,#22,SHIELD,PVC .20 60.00
6.00 ETC.7410B7020 ACCE,POWERCON, 5' 60.00 360.00
95.00 CABLES & CONNECTORS 33.00 3,135.00
60.00 MOUNTING HARDWARE 33.00 1,980.00
27.00 RACK HARDWARE 14.00 378.00
46.00 WIRE MANAGEMENT 33.00 1,518.00
=========
Sub Total 8,521.00
MEYER LINE ARRAY-RACK/POWER/ACCESSORIES (TIPS CONTRACT, #200904)
=====================================================================================
Quantity Description Price Extension
=====================================================================================
2.00 FURM.CN-20MP POWE,20A POWER CONDITIONER SEQ 272.00 544.00
1.00 FURM.CN2400S POWE,20A,PWR SEQUENCER 608.00 608.00
1.00 MEYE.CUSTOM LINA LINE ARRAY SYSTEM 162,490.00 162,490.00
1.00 MIDD.BR1 PANE,1 SP 1 3/4" BRUSH GR PANE 60.00 60.00
1.00 MIDD.CBSERK28R RACK,CASTER,BASE,28"DEPTH,ERK 272.00 272.00
1.00 MIDD.EB1 PANE,1 SPACE(1 3/4") FLANGED 11.00 11.00
1.00 MIDD.ERK-2728 RACK,27RU,28"D,WITH REAR DOOR 809.00 809.00
1.00 MIDD.FC-4-1CA FAN CONT.(4) CORD, THERM 242.00 242.00
1.00 MIDD.QFP-2 ACCE,QUIET FAN PANEL ASSEMBLY 175.00 175.00
1.00 MIDD.VFD-27 RACK,VENTED,FRONT,DOOR,ERK27XX 339.00 339.00
1.00 SKB.1SKB19R1406 CASE,MIGHTY GOG RIG W/14U FRON 1,106.00 1,106.00
250.00 WEST.226 WIRE,2C,#14,PVC .30 75.00
25.00 WEST.254246A WIRE,4PR,CAT6,PLN,ENHANCED .59 14.75
2,600.00 WEST.AQC291 WIRE,1PR,22STND,CM,SHLD,AQUA .16 416.00
10.00 WHIR.DMX05 CABL,5FT,DMX,CABLE 45.00 450.00
1.00 WHIR.WP1B/2FW ACCE,WALLPLATE-1 GANG, BLACK 32.00 32.00
1.00 WHIR.WP1B/2MW PANE,1 GANG BLK,W/DUAL M XLR 26.00 26.00
=========
Sub Total 167,669.75
MEYER LINE ARRAY-AUDIO (TIPS CONTRACT, #200904)
=====================================================================================
Quantity Description Price Extension
=====================================================================================
1.00 ALLE.AHAR22412B REMOTE AUD RACK GLD QU SERIES 1,799.00 1,799.00
Item 4F-10
City of Southlake Ford Audio-Video Systems, LLC
Aria Amphitheater Submitted By: Ehren Rutherford, Senior Account Manager
May 17, 2022 Page 8 of 17
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 269638 - Aria Ampitheater\Proposal-Final\sckm-RUTHE-CSTXGRA-269638-
Aria Ampitheater.docx, 5/17/2022 9:50 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.
1.00 ALLE.AH-SQ-5 MIXE,48CH,17FADER,SQ-SERIES 4,499.00 4,499.00
1.00 ALLE.AHSQ5RK19 ACCE, RACK MOUNT KIT SQ5 72.00 72.00
6.00 ATLA.PB21XEB ACCE,BOOM,EXTEN FOR MIC STAND 66.00 396.00
2.00 BEYE.M201TG MIC,HYPERCARD,INSTRUMENT 251.00 502.00
1.00 DYNA.C2800FDIUS DSP POWER AMP 2X1400W W/FIR DR 1,351.00 1,351.00
=========
Sub Total 8,619.00
MEYER LINE ARRAY-AUDIO (TIPS CONTRACT, #200904)
=====================================================================================
Quantity Description Price Extension
=====================================================================================
2.00 FULC.FX1295 SPEA,12",90X45,COAXIAL,MON 1,875.00 3,750.00
=========
Sub Total 3,750.00
MEYER LINE ARRAY-NON-CONTRACT
=====================================================================================
Quantity Description Price Extension
=====================================================================================
10.00 K&M.260/1 MICROPHONE STAND, BLACK 51.00 510.00
=========
Sub Total 510.00
MEYER LINE ARRAY-AUDIO (TIPS CONTRACT, #200904)
=====================================================================================
Quantity Description Price Extension
=====================================================================================
2.00 SENN.MD421II MIC,DYN,BLACK,FINISH 359.00 718.00
4.00 SHUR.BETA87A MIC,HH,SUPERCARDIOID,CONDENSOR 247.00 988.00
2.00 SHUR.QLXD12485G BDYPK COMBO SYS W WL185 & SM58 1,423.00 2,846.00
2.00 SHUR.SM81LC MIC,UNIDIR CONDENSER 374.00 748.00
1.00 SHUR.UA221 ACCE,PASSIVE,ANT,SPLIT 129.00 129.00
4.00 WHIR.MK415NP CABL,MIC,MK4,XLRF TO XLRM,15' 33.00 132.00
10.00 WHIR.MK425NP CABL,MIC,25'GLD F/M XLR,NO PKG 37.00 370.00
=========
Sub Total 5,931.00
MEYER LINE ARRAY-CONTROL (TIPS CONTRACT, #200904)
=====================================================================================
Quantity Description Price Extension
=====================================================================================
2.00 C2G.37199 PATC,24P,CAT6,110,PATCHPANEL 100.00 200.00
=========
Sub Total 200.00
MEYER LINE ARRAY-NON-CONTRACT
=====================================================================================
Quantity Description Price Extension
=====================================================================================
8.00 ETC.CSPAR LIGH,COLORSOURCE PAR BLACK 708.00 5,664.00
2.00 ETC.R20 LIGH,DUAL 20A 120V RELAY MODUL 428.00 856.00
2.00 ETC.SGE1507 LIGH,5 PIN XLR DMX TERMINATOR 18.00 36.00
Item 4F-11
City of Southlake Ford Audio-Video Systems, LLC
Aria Amphitheater Submitted By: Ehren Rutherford, Senior Account Manager
May 17, 2022 Page 9 of 17
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 269638 - Aria Ampitheater\Proposal-Final\sckm-RUTHE-CSTXGRA-269638-
Aria Ampitheater.docx, 5/17/2022 9:50 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.
1.00 LIGH.IDW112 LIGH,1 X 12 OPTO DMX SPLITTER 960.00 960.00
8.00 LIGH.MVB LIGH,MEGA-SWIVEL C-CLAMP 18.00 144.00
8.00 LIGH.SCB ACCE,SAFETY CABLE 30" BLACK 5.00 40.00
2.00 OFE BLACK XLR-M IN .00 .00
2.00 OFE RED XLR-M IN .00 .00
4.00 OFE BLUE XLR-M IN .00 .00
=========
Sub Total 7,700.00
INTEGRATION SERVICES (TIPS CONTRACT, #200904)
=====================================================================================
Quantity Description Price Extension
=====================================================================================
DESIGN, ENGINEERING, FABRICATION,
PROJECT MANAGEMENT, INSTALLATION,
COMMISSIONING, TRAINING AND WARRANTY 71,559.25 71,559.25
=========
Sub Total 71,559.25
=========
Merchandise: 203,157.75
Integration: 71,559.25
Other: .00
Freight: .00
Sales Tax: .00
=========
Total Amount: 274,717.00
OPTIONAL - FRONT FILLS
OPTION 1-NON-CONTRACT
=====================================================================================
Quantity Description Price Extension
=====================================================================================
12.00 CABLES & CONNECTORS 33.00 396.00
6.00 MEYE.ULTRA-X20 100-240VAC,POWERCON 20 3,567.00 21,402.00
=========
Sub Total 21,798.00
=========
Merchandise: 21,798.00
Integration: .00
Other: .00
Freight: .00
Sales Tax: .00
=========
Total Amount: 21,798.00
Item 4F-12
City of Southlake Ford Audio-Video Systems, LLC
Aria Amphitheater Submitted By: Ehren Rutherford, Senior Account Manager
May 17, 2022 Page 10 of 17
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 269638 - Aria Ampitheater\Proposal-Final\sckm-RUTHE-CSTXGRA-269638-
Aria Ampitheater.docx, 5/17/2022 9:50 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.
E. COST SUMMARY AND TERMS
PROPOSED TOTAL: $274,717.00
OPTIONAL FRONT FILLS: $21,798.00
PREVENTATIVE MAINTENANCE: $625.00
ALTERNATIVE LEASING OPTION: $8,455.00 (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.
Ford shall issue monthly progress invoices.
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, $8,455.00, 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
Item 4F-13
City of Southlake Ford Audio-Video Systems, LLC
Aria Amphitheater Submitted By: Ehren Rutherford, Senior Account Manager
May 17, 2022 Page 11 of 17
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 269638 - Aria Ampitheater\Proposal-Final\sckm-RUTHE-CSTXGRA-269638-
Aria Ampitheater.docx, 5/17/2022 9:50 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.
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. GUARANTEES AND LIMITATIONS OF WARRANTIES
1. FORD GUARANTEES THE FOLLOWING:
a. Equipment will be new, unless noted otherwise.
b. All workmanship provided by Ford will be free of defects and will be repaired, free of
charge, for a period of one (1) year from the date of substantial completion or the first date
of beneficial use of the system, whichever date occurs first. Substantial completion shall
be defined as the point where the work, or designated portion thereof, is suffici ently
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.
Item 4F-14
City of Southlake Ford Audio-Video Systems, LLC
Aria Amphitheater Submitted By: Ehren Rutherford, Senior Account Manager
May 17, 2022 Page 12 of 17
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 269638 - Aria Ampitheater\Proposal-Final\sckm-RUTHE-CSTXGRA-269638-
Aria Ampitheater.docx, 5/17/2022 9:50 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.
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 Sof tware, will not be
covered under this warranty statement. Re-calibration of settings will be considered by
Ford to be billable time to the Customer at Ford's standard engineering rates.
i. Procedures such as routine preventative maintenance functions (e.g., keeping filters clean,
keeping system environment free from foreign materials, etc.) are the responsibility of the
Customer and is not included within this warranty agreement. Failure on the part of the
Customer to perform these routine maintenance functions shall void this warranty.
j. If warranty work is necessary within the warranty period, Ford will, at its option, repair the
defective equipment or return it to the manufacturer for repair.
k. Repairs, modifications, or other work performed by personnel not authorized by Ford
during the period of warranty on any equipment of the system, including any changes to
the Software, will invalidate the warranty.
Item 4F-15
City of Southlake Ford Audio-Video Systems, LLC
Aria Amphitheater Submitted By: Ehren Rutherford, Senior Account Manager
May 17, 2022 Page 13 of 17
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 269638 - Aria Ampitheater\Proposal-Final\sckm-RUTHE-CSTXGRA-269638-
Aria Ampitheater.docx, 5/17/2022 9:50 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.
l. Ford will not be responsible for damages or cost of repairs due to modifications,
adjustments, or additions to the system performed by personnel not authorized by Ford
prior to acceptance of the system by the Customer.
m. Ford may withhold warranty service in the event that the Customer has an unpaid balance
due to be paid to Ford.
2. OWNER-FURNISHED EQUIPMENT (OFE):
a. Ford's intent is to provide a complete system including all equipment. In some cases, the
Customer may own equipment which they desire to be included with the installation. Ford
identifies this as OFE.
b. The use of OFE is solely for the convenience of the Customer and is not included in the
warranty or guarantee provided.
c. Ford shall take reasonable care in handling OFE and install it according to standard
industry practices; however, Ford takes no responsibility for the operation, performance,
appearance, or effects of OFE before, during, or after its integration into the system. Ford
reserves the right to accept or reject OFE based on the equipment's service record, or lack
thereof, poor condition, or out of date software/firmware. Ford will not accept OFE that is
purchased by the Customer to replace equipment that is specified in this proposal.
d. In the event that OFE does not function properly, Ford shall notify the Customer to
determine if the OFE is to be a) repaired, b) an alternate unit provided by the Customer, c)
the unit is not to be used, or d) Ford is to provide a new unit. Ford shall provide a cost to
the Customer for the work to be done. The Customer will authorize any additional costs to
the job.
e. The existing equipment, removed as a courtesy by Ford, that is not being reused, shall be
handed over to the Customer. Ford is not responsible for the existing equipment or its
condition when received by the Customer.
G. TRAINING AND DOCUMENTATION
1. TRAINING INCLUDED:
a. Ford will host a training session near the completion of installation. All system users and
interested persons should attend this training so that all questions can be answered during
this training.
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.
Item 4F-16
City of Southlake Ford Audio-Video Systems, LLC
Aria Amphitheater Submitted By: Ehren Rutherford, Senior Account Manager
May 17, 2022 Page 14 of 17
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 269638 - Aria Ampitheater\Proposal-Final\sckm-RUTHE-CSTXGRA-269638-
Aria Ampitheater.docx, 5/17/2022 9:50 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.
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
1. VISUAL INSPECTION:
a. This proposal is based upon a visual inspection of the site conditions. It is agreed that some
buildings may have inherent design and/or construction that is not visibly recognizable and
Item 4F-17
City of Southlake Ford Audio-Video Systems, LLC
Aria Amphitheater Submitted By: Ehren Rutherford, Senior Account Manager
May 17, 2022 Page 15 of 17
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Aria Ampitheater.docx, 5/17/2022 9:50 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.
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, f loor,
and ceiling surfaces found in some rooms. Typically, Ford recommends that the
reverb time does not exceed 1.5 seconds where the primary use is the
communication of speech. The production of other types of music may require
longer reverberation times. In the event that echoes exist, absorptive or diffusive
wall and ceiling panels may be required to eliminate or minimize the detrimental
effects of the echoes.
3) Ford is not responsible for any costs related to reducing the ambient noise or
modifying the acoustics of the Customer's facilities.
I. ACCEPTANCE
1. The Customer's personnel will be notified by Ford upon completion of the installation.
2. Demonstration of system performance will be during the training session.
3. Participants at the performance demonstration shall include personnel representing Ford and
personnel representing City of Southlake who are authorized to accept the system as complete and
make final payment.
This proposal shall not be deemed as accepted by Ford until the executed contract is returned to Ford's Credit Center
for final review and acceptance. If a purchase order is required by the Customer, it must be transmitted with the
signed install agreement for review and acceptance.
This proposal contains confidential pricing, design, engineering, and installation information that is proprietary to
Ford. It is provided for your private use, and is not to be disclosed, in part or in whole, without the express, written
authorization of Ford.
Item 4F-18
City of Southlake Ford Audio-Video Systems, LLC
Aria Amphitheater Submitted By: Ehren Rutherford, Senior Account Manager
May 17, 2022 Page 16 of 17
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Aria Ampitheater.docx, 5/17/2022 9:50 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.
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@fordav.com
Website: www.fordav.com
Item 4F-19
City of Southlake Ford Audio-Video Systems, LLC
Aria Amphitheater Submitted By: Ehren Rutherford, Senior Account Manager
May 17, 2022 Page 17 of 17
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 269638 - Aria Ampitheater\Proposal-Final\sckm-RUTHE-CSTXGRA-269638-
Aria Ampitheater.docx, 5/17/2022 9:50 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.
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 $274,717.00, for the purchase and installation of equipment and services described in the attached
proposal.
OPTIONAL FRONT FILLS: $21,798.00 __________________________
Customer Accepts
PREVENTATIVE MAINTENANCE: $625.00 __________________________
Customer Accepts
ALTERNATIVE LEASING ESTIMATED $8,455.00 __________________________
MONTHLY PAYMENT: Customer Accepts
City of Southlake and Ford Audio-Video Systems, LLC, by and through their respective signatories to the
Agreement, each represent to the other that they are authorized to enter into this Agreement.
We do both agree to abide by the terms and conditions of this Agreement.
FORD AUDIO-VIDEO SYSTEMS, LLC CITY OF SOUTHLAKE
_________________________________ _________________________________
Ehren Rutherford Authorized Signature
Senior Account Manager
_________________________________ _________________________________
Mathew Scott Hall Printed Name and Title
Vice President
_________________________________ _________________________________
Date Date
Item 4F-20