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Item 4I - Ford Audio-Visual Systems LLC (Fire Training Room)CITY OF SOUTH LAKE MEMORANDUM October 18, 2022 To: Shana Yelverton, City Manager From: Sharen Jackson, Chief Financial Officer Subject: Item 41: Approve the proposal from Ford Audio -Video Systems, LLC designed to address audio -video issues at DPS Headquarters in the fire training room in an amount not to exceed $195,000. Action Requested: Approve the proposal from Ford Audio -Video Systems, LLC designed to address audio -video issues at DPS Headquarters in the fire training room in an amount not to exceed $195,000. Background Information: DPS Headquarters' fire training room audio -video system that is in use today was completed in 2010. As such, staff is experiencing technical issues and failures, some of which are seen by citizens and training attendees. This is common with the age of equipment. Within the last few years, items have been fixed with a temporary approach. However, building on temporary fixes is not best practice, does not ensure reliability, and will lead to larger problems such as critical failure. Ford Audio -Video Systems, LLC is an industry leader and has provided the following recommendations based on issues presented by staff. • Build out a new audio/video rack. This will include a new audio amplifier to provide power for new speakers in the ceiling. This rack will also include a new presentation media switcher with two HDTV tuners and two Blu-ray disc players. Lastly, it will house a wired touch panel master control for the entire room. • Two wired, 10" touch panels will be wall mounted near the lecterns to control the AV components. • Two projection screens and lumen video projectors. • One conference camera will be installed to complete video conferencing capabilities in half the training room. • Eight ceiling mounted speakers and one amplifier will be installed to address audio issues, including eight ceiling microphones. Honorable Mayor and City Council Page 2 of 2 • One wireless microphone system for voice amplification throughout the room. • One partition sensor to combine or uncombine the room sections, making it a multi -functional space. • Ensure new programming and control over all capabilities is consistent and easier for staff to use. • Training staff on operation of equipment. These additions will eliminate issues in the fire training room that staff currently experiences. It will also ensure a system that is built for growth, flexibility, and future needs. Financial Considerations: The 2023 fiscal year budgeted $195,000 for the fire training room audio -video upgrade in the Technology Infrastructure and Security Fund. Strategic Link: This agenda item is linked to the Southlake Strategy Map through the following objectives: • C3 Provide attractive & unique spaces for enjoyment of personal interests • B4 Provide high quality services through sustainable business practices • B6 Optimize the use of technology Citizen Input/ Board Review: No requirement exists to review the purchase with boards. Legal Review: No requirement exists to review the purchase with the City Attorney. Alternatives: The alternative to approving the proposal would be: 1. Do not approve the proposal and continue operating as normal, recognizing the current audio -video issues and understanding the impact it has to current citizens, training attendees, and City staff. 2. Direct staff to explore revisions to scope of work and amend the agreement to reflect those revisions. Supporting Documents: Proposals from Ford Audio -Video Systems, LLC. Honorable Mayor and City Council Page 2 of 2 Staff Recommendation: Staff recommends approving item as proposed. force September 15, 2022 Ms. Kodi Wilder City of Southlake 1400 Main Street Southlake, TX 76092 AV RE: FD Training Room AV Upgrade Base Option 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 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- EO SYSTEMS, LLC Ehren Rutherford Senior Account Manager Voice: 972-241-9966 Email: ruthe@forday.com Website: www.forday.com FORD AUDIO -VIDEO SYSTEMS, LLC A16�Z4& 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 FD Training Room AV Upgrade Base Option Submitted By: Ehren Rutherford, Senior Account Manager September 15, 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, TX (Customer) in their remodel project: FIRE DEPARTMENT TRAINING ROOM a. EQUIPMENT RACK 1) Ford shall uninstall and turn over the existing AV components from the owner furnished (OFE) equipment rack at the time of installation. a) The Customer is responsible for providing electrical power and a live network drop to the rack location. 2) One (1) 2,200 VA uninterruptable power supply (UPS) device shall be provided and installed the OFE equipment rack. b. AUDIO SYSTEM 1) Eight (8) 6.5" 2-way speakers shall be provided and flush mounted in the ceiling to provide audio reinforcement in the room. 2) One (1) 200-watt, 70-volt, 2-channel audio amplifier shall be provided and installed in the OFE equipment rack to power the speakers. 3) One (1) 8-input x 8-output with 8-flex channels digital signal processor (DSP) shall be provided and installed in the OFE equipment rack for audio signal routing, equalization, feedback suppression, echo cancellation, and compression as needed. 4) Eight (8) 2'x2' beam forming microphone arrays shall be provided and ceiling mounted to capture in room speech in support of web conferencing or teleconferencing applications. The microphone arrays will not be configured to provided voice lift in the room. (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 270949 - FD Training Room\Proposal-Final\scjw-RUTHE-CSTXGRA-270949C- Parkwood AV Upgrade Base Option.docx, 9/15/2022 8:55 AM) Page 2 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC FD Training Room AV Upgrade Base Option Submitted By: Ehren Rutherford, Senior Account Manager September 15, 2022 Page 3 of 17 5) One (1) dual -channel wireless microphone system shall be provided for voice amplification through the in -room ceiling speakers as well as for web-conferencing purposes. a) The wireless microphone system comes with two (2) wireless handheld microphones, two (2) belt pack transmitters with lavalier mics, and one (1) dual -channel receiver unit. b) The dual -channel receiver 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 microphone channel at a time, either one (1) handheld or one (1) lavalier, but not both. For example, any combination of two (2) wireless handhelds, wireless lavaliers or one of each as long as the microphones are assigned to different channels of the wireless microphone receiver. d) Two (2) dual charging trays and four (4) rechargeable batteries shall be provided for use with the microphones. 6) One (1) antenna distribution system shall be provided and installed to improve the connection between the wireless microphones and the microphone receiver. a) Two (2) passive antenna splitters shall be installed in the equipment rack and shall connect to the microphone receiver. b) Two (2) antennas shall be installed in each room section (four [4] total) to receive the signals from the wireless microphones and connected to the antennae splitter in the equipment rack. C. VIDEO SYSTEM 1) Two (2) 78" x 139" (159" diagonal), 16:9 aspect ratio, motorized, ceiling -recessed video projection screens shall be provided and installed on the front wall of the room to display Customer generated content. a) The Customer is responsible for providing electrical power to each screen location. b) The Customer is responsible for completing the ceiling tile installation around the new screen locations after it is installed. c) A low voltage control switch shall be provided and installed near each screen location to allow the screen to be raised or lowered as desired. 2) Two (2) 7,000 lumen, 1920 x 1200 resolution (16:10 aspect ratio) video projectors, each with a laser light engine and mount, shall be provided, ceiling -mounted, configured to project a 16:9 aspect ratio image, and aligned with the projection screens. (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 270949 - FD Training Room\Proposal-Final\scjw-RUTHE-CSTXGRA-270949C- Parkwood AV Upgrade Base Option.docx, 9/15/2022 8:55 AM) Page 3 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC FD Training Room AV Upgrade Base Option Submitted By: Ehren Rutherford, Senior Account Manager September 15, 2022 Page 4 of 17 3) One (1) 8-bay AV over IP chassis shall be provided and installed in the existing owner furnished equipment (OFE) equipment rack to support the following cards: a) Eight (8) AV over IP encoder/decoder cards 4) One (1) unified communication (UC) appliance with Microsoft Teams Rooms software and BYOD capability shall be provided and installed in the OFE equipment rack display to support web conferencing. a) The Customer is responsible for providing electrical power and a live network connection to the device location. 5) One (1) wired 10" touchpanel, included with the UC system, shall be wall mounted in a location to be determined by the Customer and Ford prior to installation to provide the Microsoft Teams Rooms user control interface. 6) One (1) 1080p pan -tilt -zoom (PTZ) camera with 20x zoom lens shall be provided and installed on the wall near the video projection screen to capture the near -side audience during web conferencing. 7) One (1) 1080p PTZ camera with 20x zoom lens shall be provided and installed on the rear wall to capture the front of the room. 8) Two (2) Blu-ray players shall be provided and installed in the OFE equipment rack. 9) One (1) HDMI input shall be installed at each lectern (two [2] total) to connect end user devices such as laptops to the video system as a source. 10) One (1) USB connection shall be installed at the lectern designated for use with the UC system to connect to connect end user laptops with UC software such as Zoom or Webex to the UC system for BYOD conferencing applications. 11) One (1) OFE PC shall be installed in each lectern (two [2] total) for use as a video source. 12) Six (6) AV over IP transceivers shall be provided and installed to connect the video projectors, HDMI input at the lecterns and OFE PCs to the video system. 13) One (1) digital video recorder shall be provided and installed in the equipment rack. 14) Two (2) wireless collaboration devices shall be provided and installed in the equipment rack to allow Customer -provided laptops or other devices to wirelessly connect to the AV system. a) The Customer is responsible for providing a live network connection to each of the wireless collaboration device location. d. CONTROL SYSTEM (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 270949 - FD Training Room\Proposal-Final\scjw-RUTHE-CSTXGRA-270949C- Parkwood AV Upgrade Base Option.docx, 9/15/2022 8:55 AM) Page 4 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC FD Training Room AV Upgrade Base Option Submitted By: Ehren Rutherford, Senior Account Manager September 15, 2022 Page 5 of 17 1) One (1) control system processor shall be provided and installed in the OFE equipment rack to provide control of connected AV system devices. 2) Two (2) wired, 10" touchpanels shall be provided, wall mounted near the lecterns (one [1] each) and programmed to control the following functions of the AV Components: a) Video Projectors — on/off b) Video Projection Screens — up/down c) System Volume — up/down d) Wireless Microphones — up/down/mute e) Source Selection - lectern HDMI input, table HDMI inputs, wireless presentation device, UC system, PTZ cameras f) Source Routing —projectors, UC system, video recorder g) Video Recorder — play, pause, record, FF, RW, stop h) PTZ Cameras — pan, tilt, zoom, preset camera scenes i) Room Combining 3) One (1) partition sensor shall be provided and ceiling mounted to automatically combine or uncombine the re room sections based on the position of the existing room partition. End users may override this function with the touchpanel interface. 4) One (1) managed, 48-port, POE network switch shall be provided and installed in the OFE equipment rack to connect and power the AV components. 5) Some of the control system and unified communications equipment specified in this proposal is on a lengthy backorder due to the global micro -chip shortage. Because of this unfortunate situation, the completion of the system installation will be delayed until the manufacturer is able to produce the items needed for a fully functional system. Your Account Manager can give you more information on the situation if requested. 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 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 (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 270949 - FD Training Room\Proposal-Final\scjw-RUTHE-CSTXGRA-270949C- Parkwood AV Upgrade Base Option.docx, 9/15/2022 8:55 AM) Page 5 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC FD Training Room AV Upgrade Base Option Submitted By: Ehren Rutherford, Senior Account Manager September 15, 2022 Page 6 of 17 important to project execution and completion. Two (2) design reviews and revisions are 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 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 - 270949 - FD Training Room\Proposal-Final\scjw-RUTHE-CSTXGRA-270949C- Parkwood AV Upgrade Base Option.docx, 9/15/2022 8:55 AM) Page 6 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC FD Training Room AV Upgrade Base Option Submitted By: Ehren Rutherford, Senior Account Manager September 15, 2022 Page 7 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. 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 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 (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 270949 - FD Training Room\Proposal-Final\scjw-RUTHE-CSTXGRA-270949C- Parkwood AV Upgrade Base Option.docx, 9/15/2022 8:55 AM) Page 7 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC FD Training Room AV Upgrade Base Option Submitted By: Ehren Rutherford, Senior Account Manager September 15, 2022 Page 8 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 three (3) weeks. The total time required to complete the project is approximately fifteen (15) 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 TRAINING ROOM-RACK/POWER/ACCESSORIES (TIPS Contract, #200904) Quantity Description Price Extension 150.00 CRES.CRESNETPTI WIRE,CRESNET PLENUM 1000' TEAL .59 88.50 1.00 MIDD.PD-915R POWE,90UT, I 5A,RCKMT,POWER STR 154.00 154.00 3.00 MIDD.UIV 1SP VENTED UTILITY SHELF 53.00 159.00 1.00 MIDD.UPS2200R8I 200VA UPS,IND.OUT W/NIC 2,348.00 2,348.00 4.00 SHUR.UA8100 CABLE,100 UHF REMOTE ANT EXTEN 201.00 804.00 500.00 WEST.2522513 WIRE,2C,16G,PLENUM,GRAY .22 110.00 3,000.00 WEST.254246F WIRE, 4PR, 23G SHLD CAT6 CMP .97 2,910.00 250.00 WEST.D252402 2PR,24,7X32,TIND,SHLD,CMP,DATA .36 90.00 Sub Total 6,663.50 TRAINING ROOM -AUDIO (TIPS Contract, #200904) Quantity Description Price Extension 8.00 ATLA.FAP63T SPEA,6.5",2WAY,CEILNG,32W,70V 109.00 872.00 1.00 EXTR.60-1301-01 AMPLIFIER 100/200 WATTS PER CH 814.00 814.00 1.00 QSC.COREI IOF DSP, 8IN 8OUT 8FLEX AEC 3,128.00 3,128.00 8.00 SENN.509178 MIC,TCC2,BEAM FORMING & MOUNT 4,219.00 33,752.00 4.00 SHUR.SB903 LITHIUM BATTERY FOR SLX-D 42.00 168.00 2.00 SHUR.SBC203-US DUAL CHARGER FOR SB903 BATTERY 119.00 238.00 2.00 SHUR.SLDX2B58G5 HANDHELD TRANSMITTER WITH BETA 309.00 618.00 2.00 SHUR.SLXD1=-G58 BODYPACK TRANSMITTER 215.00 430.00 (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 270949 - FD Training Room\Proposal-Final\scjw-RUTHE-CSTXGRA-270949C- Parkwood AV Upgrade Base Option.docx, 9/15/2022 8:55 AM) Page 8 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC FD Training Room AV Upgrade Base Option Submitted By: Ehren Rutherford, Senior Account Manager September 15, 2022 Page 9 of 17 1.00 SHUR.SLXD4D=G58 DUAL -CHANNEL DIGITAL WIRELESS 796.00 796.00 1.00 SHUR.UA221 ACCE,PASSIVE,ANT,SPLIT 129.00 129.00 4.00 SHUR.UA864US WALL/CEIL MNT ANT,470-698MHZ 349.00 1,396.00 4.00 SHUR.UABIAST POWE,INLINE 94.00 376.00 2.00 SHUR.WL185 MIC,WIRELESS,CARDIOID,LAV 102.00 204.00 Sub Total 42,921.00 TRAINING ROOM -VIDEO (TIPS Contract, #200904) Quantity Description Price Extension 2.00 CHIE.CMS492 ACCE,2X2 AV CEILING ENCLOSURE 516.00 1,032.00 2.00 CHIE.RPMAUW MOUN,UNIV. RPMA W/Q-LOCK WHITE 240.00 480.00 2.00 CRES.AM-3200-WF AIR MEDIA SERIES 3 RX200+ WIFI 1,188.00 2,376.00 1.00 CRES.DMF-CI-8 8 SLOT NVX-C CHASSIS 1,320.00 1,320.00 3.00 CRES.DM-NVX-360 4K60,4:4:4,HDR,ENCODER/DECODER 1,188.00 3,564.00 1.00 CRES.DMNVX360C ACCE, 4K60 4:4:4 HDR ENC/DECOD 1,188.00 1,188.00 2.00 CRES.DMNVXD30C DM 4K60 444 HDR DECODER CARD 858.00 1,716.00 4.00 CRES.DMNVXE30 DM 4K60 4:4:4 HDR NET ENCODER 858.00 3,432.00 5.00 CRES.DMNVXE30C VIDE.DIG.MEDIA4K60 ENCODER CAR 858.00 4,290.00 1.00 CRES.UC-C100-T FLEX TEAMS INTEGRATOR KIT 3,080.00 3,080.00 2.00 DALI.89956L ADVANTAGE,TNSD 159D CVHC L 5,446.00 10,892.00 1.00 EPIRESP 1440 PEARL,MINI,RECORDER 3,146.00 3,146.00 2.00 EPSO.V11HA25020 PRO,L730U,7K LUMENS,WUXGA 3,871.00 7,742.00 1.00 QSC.IOUSBBRIDGE CONF.VID,POE AV TO USB BRIDGE 1,500.00 1,500.00 2.00 QSC.NC-20X60 PTZ CAM 20X OPT ZOOM 600 HZ FO 4,039.00 8,078.00 Sub Total 53,836.00 TRAINING ROOM -CONTROL (TIPS Contract, #200904) Quantity Description Price Extension 1.00 CISC.CBS35048PX SWIT,48P,GE,POE4XIOG,SF,MANAGE 1,421.00 1,421.00 1.00 CRES.CP4N 4-SERIES CONTROL PROC W/VLAN 1,848.00 1,848.00 1.00 CRES.GLSPARTCN CRESNET PARTITION SENSOR 462.00 462.00 2.00 CRES.TSW107013S 10.1" WALL MOUNT TOUCHSCREN BK 1,848.00 3,696.00 Sub Total 7,427.00 TRAINING ROOM -NON -CONTRACT Quantity Description Price Extension 2.00 DENO.DN500BDMKI BLU-RAY,MEDIA PLAYER, 1RU 373.00 746.00 50.00 CABLES & CONNECTORS 33.00 1,650.00 32.00 MOUNTING HARDWARE 33.00 1,056.00 2.00 PROJECTION HARDWARE 333.00 666.00 44.00 RACK HARDWARE 14.00 616.00 28.00 SHLD DATA PANELS & CABLES 40.00 1,120.00 8.00 SMALL SPEAKER SUPPORT 13.00 104.00 25.00 WIRE MANAGEMENT 33.00 825.00 (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 270949 - FD Training Room\Proposal-Final\scjw-RUTHE-CSTXGRA-270949C- Parkwood AV Upgrade Base Option.docx, 9/15/2022 8:55 AM) Page 9 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC FD Training Room AV Upgrade Base Option Submitted By: Ehren Rutherford, Senior Account Manager September 15, 2022 Page 10 of 17 2.00 OFE USER LAPTOP 2.00 OFE USER PC 1.00 OFE USB DRIVE FOR RECORDING INTEGRATION SERVICES (TIPS Contract, #200904) Quantity Description DESIGN, ENGINEERING, FABRICATION, PROJECT MANAGEMENT, INSTALLATION, COMMISSIONING, TRAINING AND WARRANTY E. COST SUMMARY AND TERMS PROPOSED TOTAL: $194,230.00 PREVENTATIVE MAINTENANCE: $1,475.00 .00 .00 .00 .00 .00 .00 Sub Total 6,783.00 Price Extension 76,599.50 76,599.50 Sub Total 76,599.50 Merchandise: 117,630.50 Integration: 76,599.50 Other: .00 Freight: .00 Sales Tax: .00 Total Amount: 194,230.00 ALTERNATIVE LEASING OPTION: $6,240.00 (estimated monthly payment) TAXES: No taxes have been included in the project'Total Amount,' unless specifically showing on the 'Sales Tax' line. All taxes are the responsibility of the Customer. If a tax is charged to Ford, the Customer will be responsible for reimbursing Ford for the cost. TERMS: The Customer shall issue a purchase order in accordance with the terms and conditions of the TIPS Contract, #200904. 100% invoiced upon completion. All invoices are due Net 30. 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 (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 270949 - FD Training Room\Proposal-Final\scjw-RUTHE-CSTXGRA-270949C- Parkwood AV Upgrade Base Option.docx, 9/15/2022 8:55 AM) Page 10 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC FD Training Room AV Upgrade Base Option Submitted By: Ehren Rutherford, Senior Account Manager September 15, 2022 Page 11 of 17 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, $6,240.00, subject to credit approval and terms of the lease agreement. This amount is subject to change based on the final lease agreement conditions, the stipulations of the leasing company, and any contract change orders. The estimated monthly lease payment does not include any optional pricing outlined in this proposal. The actual lease payment and duration of the lease will be confirmed upon final selection of options by the Customer. Contract change orders can be added to the lease amount. Any change orders will affect the financed payment amount, duration of the lease agreement, or both the financed amount and lease agreement duration. If the Customer finances this system, Customer's payment obligations for the system will be with the finance company. The Customer will have no obligation to pay Ford upon Customer granting authorization to the finance company to disburse funds to Ford. CC: Unless otherwise prohibited by law, a 3% bank interchange fee will be charged for using a credit card for payment. PRICE: The price stated above for this project is based upon the complete system being purchased and installed at one time. In the event the Customer selects to purchase less than the total project, delays purchase of any portion of the system, requires that the system be installed in phases, or delays the installation; Ford reserves the right to charge for additional labor, travel, and overhead. The price is valid for thirty (30) days from the date of this proposal. COMMENCEMENT OF WORK: Ford must receive the enclosed contract signed by the Customer and/or a Customer provided and Ford approved purchase order that specifically accepts and includes ALL terms and conditions outlined in this proposal, along with any payment terms and provisions included in this proposal before the agreement will be considered fully accepted and executed by Ford. Receipt of the above -mentioned documents and payments is a condition precedent to Ford's obligation to perform any work contemplated under this contract, including engineering the system, purchasing the equipment and scheduling the work crews for installation. In the event the Customer fails to pay Ford within the terms above, Ford reserves the right to stop work on the project until all payments are received by Ford in accordance with the terms. CREDIT: This proposal shall not be deemed as accepted by Ford until the executed contract is returned to Ford's Credit Center for final review and acceptance. CHANGES: Any Customer Change Orders (CCO) must be approved in writing by the Customer prior to execution by Ford and are subject to the credit terms of this agreement. NON -SOLICITATION: The Customer and Ford mutually agree, because of the high cost of training an employee, that neither party shall solicit the employment of any employee of the other party, and shall (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 270949 - FD Training Room\Proposal-Final\scjw-RUTHE-CSTXGRA-270949C- Parkwood AV Upgrade Base Option.docx, 9/15/2022 8:55 AM) Page 11 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC FD Training Room AV Upgrade Base Option Submitted By: Ehren Rutherford, Senior Account Manager September 15, 2022 Page 12 of 17 not employ any employee or any person who was an employee of the other parry at any time during the relationship between the parties or for a period of one (1) year following the termination of any relationship between the parties. In the event of a breach of this section, the breaching party agrees to pay the other parry an amount equal to the hired employee's annual wages as an agreed upon cost to replace the employee. FORD GUARANTEES THE FOLLOWING: a. Equipment will be new, unless noted otherwise. b. All workmanship provided by Ford will be free of defects and will be repaired, free of charge, for a period of one (1) year from the date of substantial completion or the first date of beneficial use of the system, whichever date occurs first. Substantial completion shall be defined as the point where the work, or designated portion thereof, is sufficiently complete so that the system can be used for its intended purpose. C. All equipment and materials provided by Ford that were manufactured by other companies will be warranted under the standard warranty terms of the original manufacturer. d. The warranty does not include nor cover expendable materials used with the system installation (e.g., light bulbs, lamps, light fixture lamps, fuses, batteries, portable connection cables, etc.). e. Ford is not responsible for the reliability of systems that communicate using wireless technology. The performance of equipment utilizing wireless communications is inherently unreliable and will experience "drop outs", distortion, and loss of connectivity from time to time. Interference from other forms of radio frequency transmissions, such as radio and television broadcasts, cell phones, and computer wireless networks, is probable, and should be expected. £ 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 (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 270949 - FD Training Room\Proposal-Final\scjw-RUTHE-CSTXGRA-270949C- Parkwood AV Upgrade Base Option.docx, 9/15/2022 8:55 AM) Page 12 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC FD Training Room AV Upgrade Base Option Submitted By: Ehren Rutherford, Senior Account Manager September 15, 2022 Page 13 of 17 purposes outside of this project, nor shared nor disclosed to anyone who is not an employee of the Customer's company without prior approval from Ford. h. Any adjustments made by the Customer or the Customer's agent(s), other than routine operational adjustments, including adjustments or changes to the Software, will not be covered under this warranty statement. Re -calibration of settings will be considered by Ford to be billable time to the Customer at Ford's standard engineering rates. i. Procedures such as routine preventative maintenance functions (e.g., keeping filters clean, keeping system environment free from foreign materials, etc.) are the responsibility of the Customer and is not included within this warranty agreement. Failure on the part of the Customer to perform these routine maintenance functions shall void this warranty. If warranty work is necessary within the warranty period, Ford will, at its option, repair the defective equipment or return it to the manufacturer for repair. k. Repairs, modifications, or other work performed by personnel not authorized by Ford during the period of warranty on any equipment of the system, including any changes to the Software, will invalidate the warranty. 1. Ford will not be responsible for damages or cost of repairs due to modifications, adjustments, or additions to the system performed by personnel not authorized by Ford prior to acceptance of the system by the Customer. in. Ford may withhold warranty service in the event that the Customer has an unpaid balance due to be paid to Ford. 2. OWNER -FURNISHED EQUIPMENT (OFE): a. Ford's intent is to provide a complete system including all equipment. In some cases, the Customer may own equipment which they desire to be included with the installation. Ford identifies this as OFE. b. The use of OFE is solely for the convenience of the Customer and is not included in the warranty or guarantee provided. 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 - 270949 - FD Training Room\Proposal-Final\scjw-RUTHE-CSTXGRA-270949C- Parkwood AV Upgrade Base Option.docx, 9/15/2022 8:55 AM) Page 13 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC FD Training Room AV Upgrade Base Option Submitted By: Ehren Rutherford, Senior Account Manager September 15, 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 U111►11►[HW101gill 1Jgl11 a. Ford will host a training session near the completion of installation. All system users and interested persons should attend this training so that all questions can be answered during this training. b. During the training, if requested, Ford personnel will attend the initial first use of the system and assist the Customer's operators and users in the operation of the Ford -installed system. C. Ford shall provide a training agenda for scheduled training. d. Ford shall provide a quick start guide (QSG) for each room type. The QSG is a generic, brief description, of how to operate the system. One (1) copy of a laminated document, for each room type, shall be provided to the Customer. 2. ADVANCED TRAINING - OPTIONAL: Ford is committed to providing the highest quality and most modern training experience possible to its Customers. In addition to the training included with this project, for an additional fee, Ford offers multiple, customizable options to fit the needs of any Customer. The possible programs include: 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 (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 270949 - FD Training Room\Proposal-Final\scjw-RUTHE-CSTXGRA-270949C- Parkwood AV Upgrade Base Option.docx, 9/15/2022 8:55 AM) Page 14 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC FD Training Room AV Upgrade Base Option Submitted By: Ehren Rutherford, Senior Account Manager September 15, 2022 Page 15 of 17 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. M:�:3i11� 71►[�"IK�]►fylM�iZ�[�)►/_�►17.yf.9111�1►f.�:��r1r11[�l�l 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. (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 270949 - FD Training Room\Proposal-Final\scjw-RUTHE-CSTXGRA-270949C- Parkwood AV Upgrade Base Option.docx, 9/15/2022 8:55 AM) Page 15 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC FD Training Room AV Upgrade Base Option Submitted By: Ehren Rutherford, Senior Account Manager September 15, 2022 Page 16 of 17 3) Ford is not responsible for any costs related to reducing the ambient noise or modifying the acoustics of the Customer's facilities. ACCEPTANCE The Customer's personnel will be notified by Ford upon completion of the installation. 2. Demonstration of system performance will be during the training session. Participants at the performance demonstration shall include personnel representing Ford and personnel representing City of Southlake who are authorized to accept the system as complete and make final payment. This proposal shall not be deemed as accepted by Ford until the executed contract is returned to Ford's Credit Center for final review and acceptance. If a purchase order is required by the Customer, it must be transmitted with the signed install agreement for review and acceptance. This proposal contains confidential pricing, design, engineering, and installation information that is proprietary to Ford. It is provided for your private use, and is not to be disclosed, in part or in whole, without the express, written authorization of Ford. We appreciate the opportunity to work with you on this project. If you have any questions or need additional information, please contact me at 972-241-9966. Sincerely, FORD AUDIO -VIDEO SYSTEMS, LLC Ehren Rutherford Senior Account Manager Voice: 972-241-9966 E-mail: ruthe@forday.com Website: www.forday.com (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 270949 - FD Training Room\Proposal-Final\scjw-RUTHE-CSTXGRA-270949C- Parkwood AV Upgrade Base Option.docx, 9/15/2022 8:55 AM) Page 16 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC FD Training Room AV Upgrade Base Option Submitted By: Ehren Rutherford, Senior Account Manager September 15, 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 $194,230.00, for the purchase and installation of equipment and services described in the attached proposal. PREVENTATIVE MAINTENANCE: ALTERNATIVE LEASING ESTIMATED MONTHLY PAYMENT: $1,475.00 $6,240.00 Customer Accepts Customer Accepts City of Southlake and Ford Audio -Video Systems, LLC, by and through their respective signatories to the Agreement, each represent to the other that they are authorized to enter into this Agreement. We do both agree to abide by the terms and conditions of this Agreement. FORD AUDIO -VIDEO SYSTEMS, LLC CITY OF SOUTHLAKE Ehren Rutherford Senior Account Manager Mathew Scott Hall Vice President Date Authorized Signature Printed Name and Title Date (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 270949 - FD Training Room\Proposal-Final\scjw-RUTHE-CSTXGRA-270949C- Parkwood AV Upgrade Base Option.docx, 9/15/2022 8:55 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.