Item 4H - Ford Audio-Visual Systems LLC (Town Hall Cameras)CITY OF
SOUTHLAKE
MEMORANDUM
October 18, 2022
To: Shana Yelverton, City Manager
From: Sharen Jackson, Chief Financial Officer
Subject: Item 4H: Approve the proposal from Ford Audio -Video Systems, LLC
designed to overhaul and expand the interior camera coverage at
Town Hall in an amount not to exceed $371,000.
Action
Requested: Approve the proposal from Ford Audio -Video Systems, LLC
designed to overhaul and expand the interior camera
coverage at Town Hall in an amount not to exceed $371,000.
Background
Information: The Town Hall interior cameras were first implemented in
2016. The Information Technology Department has just
completed maintenance and repairs on the cameras, wiring,
etc. on an as -needed basis. Due to the age and deterioration
of the equipment, as well as the expansive advancement in
technology, a complete overhaul of the system is required to
meet industry and Police Service standards.
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
97 cameras for complete coverage of Town 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.
• Two (2) Network Video Recorders (NVR) will be
installed setting the stage for recommended data
retention.
Honorable Mayor and City Council
Page 2 of 2
• Setup, install, and train staff on the new video
management software with Al (artificial
intelligence) -enabled user interface.
The completion of this project will eliminate video surveillance
issues at Town Hall. 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 2023 Technology
Infrastructure and Security Fund budget.
Strategic Link: This agenda item is linked to the Southlake Strategy Map
through the following objectives:
• C1 Achieve the highest standards of safety and
security
• B5 Enhance service delivery through continual
process improvement
• B6 Optimize the use of technology
Citizen Input/
Board Review: No requirement exists.
Legal Review: No requirement exists to review the purchase with the City
Attorney.
Alternatives: The alternative to approving the proposal would be:
1. Do not approve proposal and continue operating as
normal, recognizing the current limitations and
issues, and understanding the impact towards the
City.
2. Direct staff to explore revisions to scope of work
and amend the agreement to reflect those
revisions.
Supporting
Documents: Proposal from Ford Audio -Video Systems, LLC.
Staff
Recommendation: Staff recommends approving item as proposed.
force
September 19, 2022
Ms. Kodi Wilder
City of Southlake
1400 Main Street
Southlake, TX 76092
RE: Town Hall Interior CCTV
Dear Mr. 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-V DEO 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
Town Hall Interior CCTV Submitted By: Ehren Rutherford, Senior Account Manager
September 19, 2022 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:
TOWN HALL NETWORK EQUIPMENT
a. Two (2) 64TB NVR servers shall be provided and installed in the main owner furnished
equipment (OFE) rack to run video management software and store approximately thirty
(30) days or more of recorded video for the primary office and warehouse building.
b. One (1) 48-port POE+ network switch shall be provided and installed in the OFE network
racks on each floor (four [4] total).
2. CAMERA TYPES
a. Ford shall provide and install the following camera assemblies identified by their `Type'
at the locations identified in the following scope of work:
1) Type A camera assembly: three (3) x 5MP (multi -head) 4.Omm lens, with 180
view; includes dome bubble and ceiling mount
2) Type B camera assembly: 12MP, fisheye, 360-degree view, outdoor dome camera
3) Type C camera assembly: 8MP indoor surface mount dome with integrated IR
illuminator
4) Type D camera assembly: 6MP indoor surface mount dome camera with integrated
IR illuminator
5) Type E camera assembly: 4MP indoor surface mount dome with integrated IR
illuminator
6) Type F camera assembly: 2MP indoor surface mount dome with integrated IR
illuminator
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 270672 - Town Hall Cameras\Proposal-Final\scjw-RUTHE-CSTXGRA-270672-
Town Hall Interior CCTV.docx, 9/19/2022 2:28 PM) Page 2 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of
the parties hereto and is not for general distribution within or outside their respective companies.
City of Southlake Ford Audio -Video Systems, LLC
Town Hall Interior CCTV Submitted By: Ehren Rutherford, Senior Account Manager
September 19, 2022 Page 3 of 17
b. All cameras shall be equipped with the Avigilon ACC7 Enterprise Edition camera license.
3. FIRST FLOOR CAMERA LOCATIONS
a. Cameras typical of Type C shall be provided and ceiling mounted in the following
quantities and locations:
1) Nine (9) in the Public Library
2) One (1) in Corridor 122
3) One (1) in Corridor 133
4) One (1) in Corridor 134
b. Cameras typical of Type E shall be provided and ceiling mounted in the following
quantities and locations:
1) Two (2) in the Mailroom
2) Two (2) in the Data/Telephone Room
3) One (1) in the Children's Center
4) One (1) in the Elevator Lobby
5) Five (5) in the Public Library
6) One (1) in the Public Library Lobby
C. Cameras typical of Type F shall be provided and ceiling mounted in the following
quantities and locations:
1) Two (2) in Vestibule 100
2) One (1) in Telephone Room 104
4. SECOND FLOOR CAMERA LOCATIONS
a. Cameras typical of Type C shall be provided and ceiling mounted in the following
quantities and locations:
1) Five (5) in the City Council Chambers
2) One (1) in Main Lobby Corridor 203
3) One (1) in Main Lobby Corridor 205
4) One (1) in Main Lobby Corridor 244
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 270672 - Town Hall Cameras\Proposal-Final\scjw-RUTHE-CSTXGRA-270672-
Town Hall Interior CCTV.docx, 9/19/2022 2:28 PM) Page 3 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of
the parties hereto and is not for general distribution within or outside their respective companies.
City of Southlake
Ford Audio -Video Systems, LLC
Town Hall Interior CCTV
Submitted By: Ehren Rutherford, Senior Account Manager
September 19, 2022
Page 4 of 17
5)
One (1) in Main Lobby Corridor 279
6)
One (1) in Reception 262
7)
One (1) in Corridor 280
b. Cameras typical of Type E shall be provided and ceiling mounted in the following
quantities and locations:
1)
One (1) in Info 250A
2)
One (1) in Clerk 216
3)
One (1) in the Elevator Lobby 202
4)
One (1) in Corridor 274
5)
One (1) in AV Room 267
6)
One (1) in Reception 275
C. Cameras typical of Type F shall be provided and ceiling mounted in the following
quantities and locations:
1)
One (1) in Building Security 250
2)
One (1) in Outside Building Security 250
3)
One (1) in Alcove 246
4)
One (1) in the hallway outside AV Room 267
5)
One (1) in Executive Conference 268
6)
Two (2) in Reception 221
7)
One (1) in Reception 222
8)
One (1) in Data Room 206
9)
Three (3) in Reception 209
10)
Five (5) in Cashier Windows 208
11)
Two (2) in Cashiers/Safe 209
d. Six (6) microphones shall be ceiling mounted with one (1) per side of the three (3) cashier
windows to capture the nearby audio.
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 270672 - Town Hall Cameras\Proposal-Final\scjw-RUTHE-CSTXGRA-270672-
Town Hall Interior CCTV.docx, 9/19/2022 2:28 PM) Page 4 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of
the parties hereto and is not for general distribution within or outside their respective companies.
City of Southlake Ford Audio -Video Systems, LLC
Town Hall Interior CCTV Submitted By: Ehren Rutherford, Senior Account Manager
September 19, 2022 Page 5 of 17
e. Three (3) dual -channel phantom power supplies shall be provided and installed above the
ceiling to power the microphones.
3. THIRD FLOOR
a. Cameras typical of Type B shall be provided and ceiling mounted in the following
quantities and locations:
1) Two (2) in Combinable Conference Room 332/333
b. Cameras typical of Type C shall be provided and ceiling mounted in the following
quantities and locations:
1) Two (2) in Combinable Conference Room 331/334
2) Two (2) in the Open Atrium Area
3) One (1) in Corridor 303
4) One (1) in Corridor 340
5) One (1) in Corridor 344A
6) One (1) in Corridor 352
5) One (1) in Corridor 353
7) One (1) in Corridor 354
8) Two (2) in Temporary Library Services 344
C. Cameras typical of Type E shall be provided and ceiling mounted in the following
quantities and locations:
1) One (1) in Catering Area 338
2) One (1) in Kitchen Vending 345
3) One (1) in Lunchroom Seating 346
4) One (1) in Elevator Lobby 302
5) Two (2) in Reception 320
6) One (1) in Corridor 323A
d. Cameras typical of Type F shall be provided and ceiling mounted in the following
quantities and locations:
1) One (1) in Data Room 304
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 270672 - Town Hall Cameras\Proposal-Final\scjw-RUTHE-CSTXGRA-270672-
Town Hall Interior CCTV.docx, 9/19/2022 2:28 PM) Page 5 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of
the parties hereto and is not for general distribution within or outside their respective companies.
City of Southlake Ford Audio -Video Systems, LLC
Town Hall Interior CCTV Submitted By: Ehren Rutherford, Senior Account Manager
September 19, 2022 Page 6 of 17
2) One (1) Kitchen Vending 345
4. FOURTH FLOOR
a. Cameras typical of Type A shall be provided and ceiling mounted in the following
quantities and locations:
1) One (1) in Reception 465
C. Cameras typical of Type C shall be provided and ceiling mounted in the following
quantities and locations:
1) One (1) in Corridor 433
2) One (1) in Corridor 424
d. Cameras typical of Type D shall be provided and ceiling mounted in the following
quantities and locations:
1) One (1) in Corridor 432
2) One (1) in Corridor 438
3) One (1) in Corridor 425
e. Cameras typical of Type E shall be provided and ceiling mounted in the following
quantities and locations:
1) One (1) in Lobby 402
f. Cameras typical of Type F shall be provided and ceiling mounted in the following
quantities and locations:
1) Two (2) in Lobby 403
2) One (1) in Stairwell 401
3) One (1) in Corridor 422
5. 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 Representative, or their designee, must be available to review the User
Interface (UI) submittal, provided by Ford. Review and approval in a timely manner is
important to project execution and completion. Two (2) design reviews and revisions are
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 270672 - Town Hall Cameras\Proposal-Final\scjw-RUTHE-CSTXGRA-270672-
Town Hall Interior CCTV.docx, 9/19/2022 2:28 PM) Page 6 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of
the parties hereto and is not for general distribution within or outside their respective companies.
City of Southlake Ford Audio -Video Systems, LLC
Town Hall Interior CCTV Submitted By: Ehren Rutherford, Senior Account Manager
September 19, 2022 Page 7 of 17
included in this proposal. Additional revisions or failure to return the UI submittal within
seven (7) days of receipt, may result in a change order requiring additional funds to
complete the project.
C. 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.
d. 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.
e. Existing or Customer provided conduit and raceway must be in good condition for use and
be sized appropriately for the requirements of the project.
f. 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.
g. Providing and preparing adequate space for the location of all equipment included in the
system. In the event floors are sloped or not level, the Customer is responsible for making
the floor level under consoles and equipment racks. In the event AV equipment is
installed in a finished ceiling or wall, the Customer is responsible for the refinishing.
h. 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.
i. 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.
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.
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 270672 - Town Hall Cameras\Proposal-Final\scjw-RUTHE-CSTXGRA-270672-
Town Hall Interior CCTV.docx, 9/19/2022 2:28 PM) Page 7 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of
the parties hereto and is not for general distribution within or outside their respective companies.
City of Southlake Ford Audio -Video Systems, LLC
Town Hall Interior CCTV Submitted By: Ehren Rutherford, Senior Account Manager
September 19, 2022 Page 8 of 17
k. 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.
1. 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.
6. 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
e. Electronic testing of audio systems
f. Tuning of audio processors
g. Testing and alignment of video systems
h. Training
i. Warranty service
Providing as -built drawings with wire numbers and labels
7. 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
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Town Hall Interior CCTV.docx, 9/19/2022 2:28 PM) Page 8 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of
the parties hereto and is not for general distribution within or outside their respective companies.
City of Southlake Ford Audio -Video Systems, LLC
Town Hall Interior CCTV Submitted By: Ehren Rutherford, Senior Account Manager
September 19, 2022 Page 9 of 17
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 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 eight (8) weeks. The total
time required to complete the project is approximately twenty (20) 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
CCTV SECURITY EQUIPMENT (TIPS CONTRACT, #200904)
Quantity
Description
Price
Extension
1.00
WIRE MANAGEMENT
5,333.00
5,333.00
1.00
CABLES & CONNECTORS
6,000.00
6,000.00
1.00
MOUNTING HARDWARE
11,333.00
11,333.00
2.00
AVIG.NVR564S 19 NVR5 STD 64TB 2U RACK MNT WS 19
30,484.00
60,968.00
98.00
AVIG.ACC7-ENT ACC7 ENTERPRISE CAMERA LICENSE
269.00
26,362.00
1.00
AVIG.15CH4A3MH1 CAME,5MP 180DEG MULTIHEAD DOME
1,805.00
1,805.00
2.00
AVIG.12H5AFEDOI CAME,12MP FISHEYE OUTDOOR IR
1,131.00
2,262.00
3.00
AVIG.6.00H5AD1 CAME,6MP INDOOR DOME 4.9-8MM
1,089.00
3,267.00
37.00
AVIG.8.00H5AD1 CAME,8MP INDOOR DOME 4.9-8MM
1,304.00
48,248.00
26.00
AVIG.4.00H5AD1 CAME, 5MP 5HA, INDOOR DOME
945.00
24,570.00
29.00
AVIG.2.00H5AD1 CAME,2MP INDOOR DOME
802.00
23,258.00
1.00
AVIG.H4AMHADCEI ADAP,IN-CEILING ADAPTER
150.00
150.00
1.00
AVIG.H4AMHDCCOV DOME COVER,IN-CEILING MT CLR
70.00
70.00
1.00
AVIG.H4AMHDCCPN PANE,DROP CEILING METAL PANEL
110.00
110.00
24,000.00
WEST.4246EZBK WIRE,ENHANCED UTP CAT 6
.16
3,840.00
4,000.00
CORN.006TSFT418 6 STRAND,MM,OM3,10G,RISER,PVC
1.63
6,520.00
8.00
CORN.95-200-99 CONN,FIBER,LC,SM,UNICAM
23.00
184.00
4.00
NETG.GS752TPP10 48-PORT GIGABIT POE+ SWITCH
1,047.00
4,188.00
8.00
C2G.37199 PATC,24P,CAT6,110,PATCHPANEL
100.00
800.00
98.00
MICRO SD CARD EQUIPMENT
40.00
3,920.00
1.00
CAMERA INSTALL COMP
10,267.00
10,267.00
3.00
AUDLAPS2 2 CHANNEL PHANTOM POWER SUPPLY
90.00
270.00
3.00
RADLFP-BUC2 AV,CONVERTOR,BAL TO UNBAL-2 CH
215.00
645.00
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Town Hall Interior CCTV.docx, 9/19/2022 2:28 PM) Page 9 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of
the parties hereto and is not for general distribution within or outside their respective companies.
City of Southlake Ford Audio -Video Systems, LLC
Town Hall Interior CCTV Submitted By: Ehren Rutherford, Senior Account Manager
September 19, 2022 Page 10 of 17
6.00
SENN.MEB102W BOUNDARY LAYER MICROPHONE
172.00
1,032.00
3.00
RADI.STMX2 2 CHANNEL MIC/LINE MIXER
134.00
402.00
98.00
AVIG.ACCENTSMIY ACC ENTERPRISE SMART PLAN, I Y
27.00
2,646.00
Sub Total
248,450.00
EQUIPMENT LIST (TIPS CONTRACT, #200904)
Quantity
Description
Price
Extension
8.00
CISC.MGBSXl TRAN,GIGABIT ETHERNET SX MINI-
127.00
1,016.00
Sub Total
1,016.00
SYSTEM INTEGRATION (TIPS CONTRACT, #200904)
Quantity
Description
Price
Extension
DESIGN, ENGINEERING, FABRICATION,
PROJECT MANAGEMENT, INSTALLATION,
COMMISSIONING, TRAINING AND WARRANTY
121,143.43
121,143.43
Sub Total
121,143.43
Merchandise:
249,466.00
Integration:
121,143.43
Other:
.00
Freight:
.00
Sales Tax:
.00
Total Amount: 370,609.43
E. COST SUMMARY AND TERMS
PROPOSED TOTAL: $370,609.43
PREVENTATIVE MAINTENANCE: $3,375.00
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.
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Town Hall Interior CCTV.docx, 9/19/2022 2:28 PM) Page 10 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees
of the parties hereto and is not for general distribution within or outside their respective companies.
City of Southlake Ford Audio -Video Systems, LLC
Town Hall Interior CCTV Submitted By: Ehren Rutherford, Senior Account Manager
September 19, 2022 Page 11 of 17
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. 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.
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 270672 - Town Hall Cameras\Proposal-Final\scjw-RUTHE-CSTXGRA-270672-
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of the parties hereto and is not for general distribution within or outside their respective companies.
City of Southlake Ford Audio -Video Systems, LLC
Town Hall Interior CCTV Submitted By: Ehren Rutherford, Senior Account Manager
September 19, 2022 Page 12 of 17
C. All equipment and materials provided by Ford that were manufactured by other companies
will be warranted under the standard warranty terms of the original manufacturer.
d. The warranty does not include nor cover expendable materials used with the system
installation (e.g., light bulbs, lamps, light fixture lamps, fuses, batteries, portable
connection cables, etc.).
e. Ford is not responsible for the reliability of systems that communicate using wireless
technology. The performance of equipment utilizing wireless communications is
inherently unreliable and will experience "drop outs", distortion, and loss of connectivity
from time to time. Interference from other forms of radio frequency transmissions, such as
radio and television broadcasts, cell phones, and computer wireless networks, is probable,
and should be expected.
f. Ford is not responsible for the performance, testing, or configuration of owner -furnished
data networks that are used to transmit audio, video, and lighting program data and control
signal data. IP-based videoconferencing systems rely upon data networks that can provide
consistent bandwidth for the transmission. Videoconferencing that is transmitted over the
Internet is subject to the intermittent and unreliable nature of the public network. In the
event that the Customer's network is found to be the cause of defects in the quality of the
audio/video signals, is unreliable, or has insufficient bandwidth to support the A/V/L
system and Ford's network engineers are required to troubleshoot or configure the
Customer's network, the cost of this service will be invoiced to the Customer.
g. The term "Software" as used in this document includes all editable source files, un-editable
compiled files, graphical user interface files and functionality, audio digital signal
processor (DSP) files, in whole and in part, produced under the terms of this agreement.
Unless otherwise expressly agreed in writing, all Software created by Ford remains the
property of Ford, and the Customer is hereby provided a license to use the Software for
this project only. The Software may not be used on any other project, nor used for any
purposes outside of this project, nor shared nor disclosed to anyone who is not an employee
of the Customer's company without prior approval from Ford.
h. Any adjustments made by the Customer or the Customer's agent(s), other than routine
operational adjustments, including adjustments or changes to the Software, will not be
covered under this warranty statement. Re -calibration of settings will be considered by
Ford to be billable time to the Customer at Ford's standard engineering rates.
i. Procedures such as routine preventative maintenance functions (e.g., keeping filters clean,
keeping system environment free from foreign materials, etc.) are the responsibility of the
Customer and is not included within this warranty agreement. Failure on the part of the
Customer to perform these routine maintenance functions shall void this warranty.
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.
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 270672 - Town Hall Cameras\Proposal-Final\scjw-RUTHE-CSTXGRA-270672-
Town Hall Interior CCTV.docx, 9/19/2022 2:28 PM) Page 12 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees
of the parties hereto and is not for general distribution within or outside their respective companies.
City of Southlake Ford Audio -Video Systems, LLC
Town Hall Interior CCTV Submitted By: Ehren Rutherford, Senior Account Manager
September 19, 2022 Page 13 of 17
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 EXTENT
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.
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 270672 - Town Hall Cameras\Proposal-Final\scjw-RUTHE-CSTXGRA-270672-
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of the parties hereto and is not for general distribution within or outside their respective companies.
City of Southlake Ford Audio -Video Systems, LLC
Town Hall Interior CCTV Submitted By: Ehren Rutherford, Senior Account Manager
September 19, 2022 Page 14 of 17
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
No 1►11►[ IIe[Will 11go11
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.
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.
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of the parties hereto and is not for general distribution within or outside their respective companies.
City of Southlake Ford Audio -Video Systems, LLC
Town Hall Interior CCTV Submitted By: Ehren Rutherford, Senior Account Manager
September 19, 2022 Page 15 of 17
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
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 - 270672 - Town Hall Cameras\Proposal-Final\scjw-RUTHE-CSTXGRA-270672-
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of the parties hereto and is not for general distribution within or outside their respective companies.
City of Southlake Ford Audio -Video Systems, LLC
Town Hall Interior CCTV Submitted By: Ehren Rutherford, Senior Account Manager
September 19, 2022 Page 16 of 17
rtIs) a;1r:I.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 - 270672 - Town Hall Cameras\Proposal-Final\scjw-RUTHE-CSTXGRA-270672-
Town Hall Interior CCTV.docx, 9/19/2022 2:28 PM) Page 16 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees
of the parties hereto and is not for general distribution within or outside their respective companies.
City of Southlake Ford Audio -Video Systems, LLC
Town Hall Interior CCTV Submitted By: Ehren Rutherford, Senior Account Manager
September 19, 2022 Page 17 of 17
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 $370,609.43, for the purchase and installation of equipment and services described in the attached
proposal.
PREVENTATIVE MAINTENANCE:
$3,375.00
Customer Accepts
City of Southlake and Ford Audio -Video Systems, LLC, by and through their respective signatories to the
Agreement, each represent to the other that they are authorized to enter into this Agreement.
We do both agree to abide by the terms and conditions of this Agreement.
FORD AUDIO -VIDEO SYSTEMS, LLC
Ehren Rutherford
Senior Account Manager
Mathew Scott Hall
Vice President
Date
CITY OF SOUTHLAKE
Authorized Signature
Printed Name and Title
Date
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of the parties hereto and is not for general distribution within or outside their respective companies.