Item 4H - MemoM E M O R A N D U M
December 27, 2022
To:
From:
Subject:
Shana Yelverton, City Manager
Sharen Jackson, Chief Financial Officer
Item 4H: Approve the proposal from Ford Audio-Video Systems,
LLC designed to add audio-video capabilities at the Parkwood
Training Facility in an amount not to exceed $94,000.
Action
Requested: Approve the proposal from Ford Audio-Video Systems, LLC
designed to add audio-video capabilities at the Parkwood
Training Facility in an amount not to exceed $94,000.
Background
Information: The Parkwood Training Facility has been repurposed to a
multi-use training facility. As such, to be an effective training
facility, audio-video capabilities are needed throughout the
space.
Ford Audio-Video Systems, LLC is an industry leader and has
provided the following recommendations based on use cases
presented by staff.
•Installation of a new audio-video rack.
•Seventeen speakers throughout the facility,
including the back patio.
•Two wireless microphones for voice amplification
throughout the facility.
•Four 65” displays throughout the facility for
presentation content.
•HDMI input plates throughout the facility to connect
external devices to, for displaying presentation
content.
•One wired touch panel on the AV rack, one wired
touch panel in the large training room, and one
wired touch panel in the kitchen, small training
room, and back meeting room respectively.
•Ensure new programming and control over all
capabilities is consistent and easy for staff to use.
•Training staff on operation of equipment.
These additions will ensure a training space that is built for
growth, flexibility, and future needs.
Honorable Mayor and City Council
Page 2 of 2
Financial
Considerations: The 2023 fiscal year budgeted $94,000 for the Parkwood
Training Facility audio-video additions 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, understanding the impact it
has to the use of the facility.
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.
Staff
Recommendation: Staff recommends approving item as proposed.
4901 Statesman Drive, Irving, TX 75063 972-241-9966 www.fordav.com
REVISED December 6, 2022
Ms. Sharen Jackson
City of Southlake
1400 Main Street
Southlake, TX 76092
RE: Parkwood AV Refresh
Dear Ms. Jackson:
Ford Audio-Video Systems, LLC (Ford) respectfully submits for your consideration the attached proposal, which covers
the details of the system requirements in the following outline:
A. Introduction
B. Description of Work and Responsibilities
C. Installation Schedule
D. Equipment List
E. Cost Summary and Terms
F. Guarantees and Limitations of Warranty
G. Training and Documentation
H. Building Construction and Installation
I. Acceptance
The proposed systems are based upon our understanding of your requirements as communicated to us during our meetings
and conversations. If there are any changes that need to be made, please let us know. We invite you to compare our
systems with any other: in quality, price, and professionalism of installation, we are second to none.
This proposal contains confidential pricing, design, and installation information that is proprietary to Ford and utilizes
Ford Audio-Video Systems, LLC’s TIPS Contract, #200904. It is provided for your private use, and is not to be
disclosed, in part or in whole, without the express, written authorization of Ford. Please let us know if any questions
arise. We look forward to serving you.
Sincerely,
FORD AUDIO-VIDEO SYSTEMS, LLC FORD AUDIO-VIDEO SYSTEMS, LLC
Ehren Rutherford Mathew Scott Hall
Senior Account Manager Vice President
Voice: 972-241-9966
Email: ruthe@fordav.com
Website: www.fordav.com
City of Southlake Ford Audio-Video Systems, LLC
Parkwood AV Upgrade Submitted By: Ehren Rutherford, Senior Account Manager
REVISED December 6, 2022 Page 2 of 17
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 270484 - Parkwood AV Refresh\Proposal-Final\scjw-RUTHE-CSTXGRA-
270484-Parkwood AV Refresh.Rev1.docx, 12/6/2022 11:34 AM) Page 2 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized
employees of the parties hereto and is not for general distribution within or outside their respective companies.
Proposal
For
City of Southlake, Southlake, TX
A. INTRODUCTION
This proposal provides a description of the technology incorporated into the systems, lists the major
equipment and components, and states the terms, conditions, and responsibilities. Individual components
and quantities may be changed, deleted, added, or designated as optional to be added to the system at a
future date.
B. DESCRIPTION OF WORK
Ford shall provide and install the following systems for the City of Southlake Texas (Customer) in their
remodel project
1. PARKWOOD TRAINING CENTER
a. EQUIPMENT RACK
1) One (1) 24-space equipment rack with fans and power distribution shall be
provided and installed in the AV closet to house the AV equipment.
a) The Customer is responsible for providing electrical power and a live
network drop to the rack location.
b. AUDIO SYSTEM
1) Eight (8) 6.5” 2-way speakers shall be provided and flush mounted in the ceiling
of the Large Training Room to provide audio reinforcement in the room.
2) Two (2) 6.5” 2-way speakers shall be provided and flush mounted in the ceiling of
the Kitchen to provide audio reinforcement in the room.
3) One (1) 6.5” 2-way speaker shall be provided and flush mounted in the ceiling of
the back-meeting room/office to provide audio reinforcement in the room.
4) Two (2) 6.5” 2-way speakers shall be provided and flush mounted in the ceiling of
the Small Meeting Room to provide audio reinforcement in the room.
5) Two (2) 6.5” 2-way speakers shall be provided and flush mounted in the ceiling of
the entry to provide audio reinforcement in the room.
6) Two (2) white, all weather, 6.5” 2-way speakers shall be provided and surface
mounted on the Patio to provide audio reinforcement in the area.
City of Southlake Ford Audio-Video Systems, LLC
Parkwood AV Upgrade Submitted By: Ehren Rutherford, Senior Account Manager
REVISED December 6, 2022 Page 3 of 17
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270484-Parkwood AV Refresh.Rev1.docx, 12/6/2022 11:34 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.
7) One (1) 8-channel, 640-watt, watt, 70-volt, audio amplifier shall be provided and
installed in the equipment rack to power the speakers.
8) One (1) 12-input x 8-output digital signal processor (DSP) shall be provided and
installed in the equipment rack for audio signal routing, equalization, feedback
suppression, echo cancellation, and compression as needed.
9) One (1) 2-channel solid state CD/media recorder shall be provided and installed in
the equipment rack.
10) Two (2) wireless microphone combo systems shall be provided for voice
amplification through the in-room ceiling speakers as well as for web conferencing
purposes.
a) Each combo unit comes with one (1) wireless handheld microphone, one
(1) wireless belt pack transmitter with lavalier mic, and one (1) receiver
unit.
b) The receivers shall be installed in the equipment rack and the microphones
will be handed to the Customer.
c) Only one (1) of the two (2) microphones can be used with each combo
system at a time, either the handheld or lavalier, but not both.
11) Two (2) remote wireless microphone antennas shall be provided, and ceiling
mounted in the Large Training to extend the range of the wireless microphones.
12) One (1) CD player with an integrated Bluetooth receiver shall be provided and
installed in the equipment rack to enable staff to playback music on mobile devices
via Bluetooth or from compact discs.
c. VIDEO SYSTEM
1) One (1) 65” flat panel display with mount shall be provided and installed on the
east wall of the Dining area to show Customer provided content.
a) The Customer is responsible for providing electrical power to the flat panel
location.
2) Two (2) 65” flat panel displays, each with a mount shall be provided and installed
on the south wall of the Large Training Room to show Customer provided content.
a) The Customer is responsible for providing electrical power to the flat panel
location.
3) One (1) 65” flat panel display with mount shall be provided and installed on the
north wall of the Kitchen area to show Customer provided content.
a) The Customer is responsible for providing electrical power to the flat panel
location.
City of Southlake Ford Audio-Video Systems, LLC
Parkwood AV Upgrade Submitted By: Ehren Rutherford, Senior Account Manager
REVISED December 6, 2022 Page 4 of 17
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270484-Parkwood AV Refresh.Rev1.docx, 12/6/2022 11:34 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.
4) One (1) 8-bay card frame shall be provided and installed in the equipment rack to
support distribution of video content on the network and shall include the
following cards:
a) Three (3) encoder cards
b) One (1) decoder card
5) One (1) AV-over-IP encoder shall be provided and installed in the equipment rack
to transport video content from a connected input source for distribution on the
network.
6) One (1) AV-over-IP decoder shall be provided and installed behind each display
(five [5] total) to receive video content being distributed on the network.
7) One (1) HDMI input plate shall be provided and installed under each flat panel
display (five [5] total) to connect end user devices such as laptops to the video
system.
8) Three (3) wall plates, each with an integrated HDBaseT transmitter and one (1)
HDMI input shall be provided and installed in the Large Training Room to connect
the HDMI output of one (1) OFE Newline Interactive flat panel display on an OFE
cart to the video system.
d. CONTROL SYSTEM
1) One (1) control system processor with switcher shall be provided and installed in
the equipment rack to route the AV sources and to provide control of the AV
components.
2) One (1) 10” wired touch panel shall be provided, wall mounted in the AV closet
and programmed to control the following:
a) Flat panel display – power on/off
b) Projector screen - up/down
c) Projector - power on/off
d) System Volume – up/down/mute
e) Blu-ray player control - power on/off, play, stop, fast-forward, rewind
f) Source Selection – cable cubby input, wireless presentation device, Blu-
ray player
3) One (1) wired 7” touchpanel shall be provided and wall mounted in the Large
Training Room to provide an additional user interface to control the AV system.
City of Southlake Ford Audio-Video Systems, LLC
Parkwood AV Upgrade Submitted By: Ehren Rutherford, Senior Account Manager
REVISED December 6, 2022 Page 5 of 17
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270484-Parkwood AV Refresh.Rev1.docx, 12/6/2022 11:34 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.
4) One (1) wired 5” touchpanel shall be provided and wall mounted in the following
locations (two [2] total) to provide additional user interfaces to control the AV
system.
a) Kitchen Area
b) Small Training Room
5) One (1) 24-port POE network switch shall be provided and installed in the
equipment rack to connect and power the AV components.
e. BACK ORDERED EQUIPMENT DELAYED BY GLOBAL MICRO-CHIP SHORTAGE
1) Some of the control system and video system components specified in this
proposal are 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 ful ly
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
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.
City of Southlake Ford Audio-Video Systems, LLC
Parkwood AV Upgrade Submitted By: Ehren Rutherford, Senior Account Manager
REVISED December 6, 2022 Page 6 of 17
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 270484 - Parkwood AV Refresh\Proposal-Final\scjw-RUTHE-CSTXGRA-
270484-Parkwood AV Refresh.Rev1.docx, 12/6/2022 11:34 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.
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 PC's and/or OFE
network. All software-related customer support shall be directly provided by the software
manufacturer.
j. 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.
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.
l. 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.
3. FORD SHALL BE RESPONSIBLE FOR:
a. Providing line drawings for systems and equipment manuals electronically at no cost
b. Fabrication and installation of audio and video systems
c. Providing recommendations for electrical power and conduits, to be provided and installed
by the electrical contractor, for the audio, video, and control systems
City of Southlake Ford Audio-Video Systems, LLC
Parkwood AV Upgrade Submitted By: Ehren Rutherford, Senior Account Manager
REVISED December 6, 2022 Page 7 of 17
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270484-Parkwood AV Refresh.Rev1.docx, 12/6/2022 11:34 AM) Page 7 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized
employees of the parties hereto and is not for general distribution within or outside their respective companies.
d. 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
j. Providing as-built drawings with wire numbers and labels
4. PREVENTATIVE MAINTENANCE
a. Ford shall perform one (1) pre-scheduled service call, prior to the end of the warranty
period, for the purpose of conducting routine preventative maintenance (PM) to check the
general operation of equipment. This PM service call shall be scheduled in advance with
the Customer, between 8:00 am and 5:00 pm Monday through Friday, excluding holidays,
and does not include expendable materials used (e.g., light bulbs, lamps, light fixture
lamps, fuses, batteries, portable connection cables, etc.) or system programming. This
service will renew and be billed in advance on an annual basis unless the Customer notifies
Ford of its intent to cancel. The Customer may cancel at any time prior to the work being
performed. PM visits are subject to adjustments based on the age of the equipment and
Ford's labor cost.
b. The Customer will provide a contact person that is authorized to answer questions and
obligate the Customer if additional services are requested. The contact will be personally
available to meet with the Ford technician and have knowledge of the equipment and
systems to be inspected. The contact person will provide access to all areas and equipment
rooms requiring inspection.
C. INSTALLATION SCHEDULE
1. Ford will provide system drawings, purchase and fabricate equipment, program control software,
and do in-shop testing. The in-shop work will take approximately ten (10) to twelve (12) weeks
prior to the beginning of the actual installation at the Customer's facility. Ford estimates the actual
on-site installation, test out, and commissioning of this project will take 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
City of Southlake Ford Audio-Video Systems, LLC
Parkwood AV Upgrade Submitted By: Ehren Rutherford, Senior Account Manager
REVISED December 6, 2022 Page 8 of 17
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270484-Parkwood AV Refresh.Rev1.docx, 12/6/2022 11:34 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.
the Customer changes the schedule or the Customer's other contractors fall behind in completing
their portion of the work.
D. EQUIPMENT LIST
PARKWOOD BUILDING-RACK/POWER/ACCESSORIES (TIPS CONTRACT, #200904)
=====================================================================================
Quantity Description Price Extension
=====================================================================================
1.00 ATLA.CFT125 FAN,THERMOSTAT 92.00 92.00
1.00 ATLA.EFP3-2 ACCE,FAN,5.25H REC W/2 115CFM 183.00 183.00
1.00 ATLA.FKT-1 ACCE,RACK FAN FILTER 21.00 21.00
1.00 ATLA.WMA24-23 24RU-23.5,DEEP,WALL,CABINET 868.00 868.00
1.00 ATLA.WMA-RR24 RACK,RAIL PR WMA-24 BLK PLATED 101.00 101.00
1.00 CRES.TSW1070RMK 4RU RACK MOUNT KIT TSW1070BS 132.00 132.00
1.00 MIDD.RLNKP915RS POWE,15A,RKMT,9OUT,RLNK,PR,SP 1,610.00 1,610.00
1.00 MIDD.U1V 1SP VENTED UTILITY SHELF 53.00 53.00
2.00 SHUR.UA850 CABL,50' REMOTE ANTENNA OUT 82.00 164.00
1,000.00 WEST.25225B WIRE,2C,16G,PLENUM,GRAY .22 220.00
500.00 WEST.25291B 2,COND,22,7X30,BARE,SHLD,CMP .10 50.00
2,000.00 WEST.254246F WIRE, 4PR, 23G SHLD CAT6 CMP .97 1,940.00
=========
Sub Total 5,434.00
PARKWOOD BUILDING-AUDIO (TIPS CONTRACT, #200904)
=====================================================================================
Quantity Description Price Extension
=====================================================================================
15.00 ATLA.FAP63T SPEA,6.5",2WAY,CEILNG,32W,70V 119.00 1,785.00
1.00 BIAM.FORTEAVBCI DSP,FIXED I/O,AVB,AEC 2,870.00 2,870.00
1.00 EXTR.60-738-01 ADAP,ASA 111 PASSIVE SUM 48.00 48.00
5.00 EXTR.60-740-01 AV,ASA131,PASSIVE,AUD,SUMMING 48.00 240.00
1.00 LEAP.CONNECT88 AMP, 8CH X 80W 2,046.00 2,046.00
1.00 RADI.TX-TPR1A RECE,ACTIVE SNGL-PR RECEV,TWST 166.00 166.00
1.00 RDL.D-BT1A RECE,AV DECORA BLUETOOTH RECEI 358.00 358.00
2.00 SHUR.MX185 MIC,LAVALIER,CARDOID 212.00 424.00
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
1.00 SHUR.SLXD4D=G58 DUAL-CHANNEL DIGITAL WIRELESS 796.00 796.00
2.00 SHUR.UA864US WALL/CEIL MNT ANT,470-698MHZ 349.00 698.00
2.00 SHUR.UABIAST POWE,INLINE 94.00 188.00
1.00 TASC.SS-CDR250N RECO,CDR,DUAL-SD,NETWORK,1SP 1,274.00 1,274.00
=========
Sub Total 12,347.00
PARKWOOD BUILDING-VIDEO (TIPS CONTRACT, #200904)
=====================================================================================
Quantity Description Price Extension
=====================================================================================
4.00 C2G.39710 PANE,HDMI,DECORA,PIGTAIL,WHITE 31.00 124.00
4.00 CHIE.LTM1U MOUN, LG HEIGHT ADJ, TILT MOUN 280.00 1,120.00
1.00 CRES.DMF-CI-8 8 SLOT NVX-C CHASSIS 1,320.00 1,320.00
City of Southlake Ford Audio-Video Systems, LLC
Parkwood AV Upgrade Submitted By: Ehren Rutherford, Senior Account Manager
REVISED December 6, 2022 Page 9 of 17
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270484-Parkwood AV Refresh.Rev1.docx, 12/6/2022 11:34 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.
4.00 CRES.DM-NVX-360 4K60,4:4:4,HDR,ENCODER/DECODER 1,188.00 4,752.00
1.00 CRES.DMNVX360C ACCE, 4K60 4:4:4 HDR ENC/DECOD 1,188.00 1,188.00
3.00 CRES.DMNVXE760C ACCE, NVX TX/RX CARD 1,254.00 3,762.00
3.00 CRES.DMTX4KZ1GB TRAN,HDMI,4KZ,DM,8G+,1GANG,BLK 660.00 1,980.00
4.00 LG.65UL3J-E 65" WEBOS DISPLAY 1,397.00 5,588.00
=========
Sub Total 19,834.00
PARKWOOD BUILDING-CONTROL (TIPS CONTRACT, #200904)
=====================================================================================
Quantity Description Price Extension
=====================================================================================
1.00 CISC.CBS35024FP SWIT,24FP,POE+,370W,4G,SFP 843.00 843.00
1.00 CRES.VC-4-PC-3 PC W/ VC-4 PREINSTALLED 1,800.00 1,800.00
1.00 CRES.TSW1070BS 10.1" WALL MOUNT TOUCHSCREN BK 1,848.00 1,848.00
2.00 CRES.TSW570BS DISP.TOU,5", WALL MNT, BLK 858.00 1,716.00
1.00 CRES.TSW770BS DISP.TOU,7", WALL MNT, BLK 1,188.00 1,188.00
=========
Sub Total 7,395.00
PARKWOOD BUILDING-NON-CONTRACT
=====================================================================================
Quantity Description Price Extension
=====================================================================================
2.00 ATLA.SM63T-WH SPEA,6.5",ALL WEATHER,WHITE 224.00 448.00
20.00 CABLES & CONNECTORS 33.00 660.00
13.00 MOUNTING HARDWARE 33.00 429.00
24.00 RACK HARDWARE 14.00 336.00
13.00 SHLD DATA PANELS & CABLES 40.00 520.00
17.00 SMALL SPEAKER SUPPORT 13.00 221.00
10.00 WIRE MANAGEMENT 33.00 330.00
1.00 OFE BGM PLAYER .00 .00
1.00 OFE DISPLAY CART .00 .00
1.00 OFE NEWLINE EPR9A00X55-000 .00 .00
=========
Sub Total 2,944.00
INTEGRATION SERVICES (TIPS CONTRACT, #200904)
=====================================================================================
Quantity Description Price Extension
=====================================================================================
DESIGN, ENGINEERING, FABRICATION,
PROJECT MANAGEMENT, INSTALLATION,
COMMISSIONING, TRAINING AND WARRANTY 45,681.00 45,681.00
=========
Sub Total 45,681.00
=========
Merchandise: 47,954.00
Integration: 45,681.00
Other: .00
Freight: .00
Sales Tax: .00
=========
Total Amount: 93,635.00
City of Southlake Ford Audio-Video Systems, LLC
Parkwood AV Upgrade Submitted By: Ehren Rutherford, Senior Account Manager
REVISED December 6, 2022 Page 10 of 17
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270484-Parkwood AV Refresh.Rev1.docx, 12/6/2022 11:34 AM) Page 10 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized
employees of the parties hereto and is not for general distribution within or outside their respective companies.
E. COST SUMMARY AND TERMS
PROPOSED TOTAL: $93,635.00
PREVENTATIVE MAINTENANCE: $1,000.00
ALTERNATIVE LEASING OPTION: $3,020.00 (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
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, $3,020.00, 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
City of Southlake Ford Audio-Video Systems, LLC
Parkwood AV Upgrade Submitted By: Ehren Rutherford, Senior Account Manager
REVISED December 6, 2022 Page 11 of 17
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270484-Parkwood AV Refresh.Rev1.docx, 12/6/2022 11:34 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.
in phases, or delays the installation; Ford reserves the right to charge for additional labor,
travel, and overhead. The price is valid for thirty (30) days from the date of this proposal.
COMMENCEMENT OF WORK:
Ford must receive the enclosed contract signed by the Customer and/or a Customer
provided and Ford approved purchase order that specifically accepts and includes ALL
terms and conditions outlined in this proposal, along with any payment terms and
provisions included in this proposal before the agreement will be considered fully accepted
and executed by Ford. Receipt of the above-mentioned documents and payments is a
condition precedent to Ford's obligation to perform any work contemplated under this
contract, including engineering the system, purchasing the equipment and scheduling the
work crews for installation. In the event the Customer fails to pay Ford within the terms
above, Ford reserves the right to stop work on the project until all payments are received
by Ford in accordance with the terms.
CREDIT: This proposal shall not be deemed as accepted by Ford until the executed contract is
returned to Ford's Credit Center for final review and acceptance.
CHANGES: Any Customer Change Orders (CCO) must be approved in writing by the Customer prior
to execution by Ford and are subject to the credit terms of this agreement.
NON-SOLICITATION:
The Customer and Ford mutually agree, because of the high cost of training an employee,
that neither party shall solicit the employment of any employee of the other party, and shall
not employ any employee or any person who was an employee of the other party at any
time during the relationship between the parties or for a period of one (1) year following
the termination of any relationship between the parties. In the event of a breach of this
section, the breaching party agrees to pay the other party an amount equal to the hired
employee's annual wages as an agreed upon cost to replace the employee.
F. GUARANTEES AND LIMITATIONS OF WARRANTIES
1. FORD GUARANTEES THE FOLLOWING:
a. Equipment will be new, unless noted otherwise.
b. All workmanship provided by Ford will be free of defects and will be repaired, free of
charge, for a period of one (1) year from the date of substantial completion or the first date
of beneficial use of the system, whichever date occurs first. Substantial completion shall
be defined as the point where the work, or designated portion thereof, is suffici ently
complete so that the system can be used for its intended purpose.
c. All equipment and materials provided by Ford that were manufactured by other companies
will be warranted under the standard warranty terms of the original manufacturer.
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.).
City of Southlake Ford Audio-Video Systems, LLC
Parkwood AV Upgrade Submitted By: Ehren Rutherford, Senior Account Manager
REVISED December 6, 2022 Page 12 of 17
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270484-Parkwood AV Refresh.Rev1.docx, 12/6/2022 11:34 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.
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.
j. If warranty work is necessary within the warranty period, Ford will, at its option, repair the
defective equipment or return it to the manufacturer for repair.
k. Repairs, modifications, or other work performed by personnel not authorized by Ford
during the period of warranty on any equipment of the system, including any changes to
the Software, will invalidate the warranty.
l. Ford will not be responsible for damages or cost of repairs due to modifications,
adjustments, or additions to the system performed by personnel not authorized by Ford
prior to acceptance of the system by the Customer.
m. Ford may withhold warranty service in the event that the Customer has an unpaid balance
due to be paid to Ford.
City of Southlake Ford Audio-Video Systems, LLC
Parkwood AV Upgrade Submitted By: Ehren Rutherford, Senior Account Manager
REVISED December 6, 2022 Page 13 of 17
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270484-Parkwood AV Refresh.Rev1.docx, 12/6/2022 11:34 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.
2. OWNER-FURNISHED EQUIPMENT (OFE):
a. Ford's intent is to provide a complete system including all equipment. In some cases, the
Customer may own equipment which they desire to be included with the installation. Ford
identifies this as OFE.
b. The use of OFE is solely for the convenience of the Customer and is not included in the
warranty or guarantee provided.
c. Ford shall take reasonable care in handling OFE and install it according to standard
industry practices; however, Ford takes no responsibility for the operation, performance,
appearance, or effects of OFE before, during, or after its integration into the system. Ford
reserves the right to accept or reject OFE based on the equipment's service record, or lack
thereof, poor condition, or out of date software/firmware. Ford will not accept OFE that is
purchased by the Customer to replace equipment that is specified in this proposal.
d. In the event that OFE does not function properly, Ford shall notify the Customer to
determine if the OFE is to be a) repaired, b) an alternate unit provided by the Customer, c)
the unit is not to be used, or d) Ford is to provide a new unit. Ford shall provide a cost to
the Customer for the work to be done. The Customer will authorize any additional costs to
the job.
e. The existing equipment, removed as a courtesy by Ford, that is not being reused, shall be
handed over to the Customer. Ford is not responsible for the existing equipment or its
condition when received by the Customer.
G. TRAINING AND DOCUMENTATION
1. TRAINING INCLUDED:
a. Ford will host a training session near the completion of installation. All system users and
interested persons should attend this training so that all questions can be answered during
this training.
b. During the training, if requested, Ford personnel will attend the initial first use of the
system and assist the Customer's operators and users in the operation of the Ford-installed
system.
c. Ford shall provide a training agenda for scheduled training.
d. Ford shall provide a quick start guide (QSG) for each room type. The QSG is a generic,
brief description, of how to operate the system. One (1) copy of a laminated document, for
each room type, shall be provided to the Customer.
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:
City of Southlake Ford Audio-Video Systems, LLC
Parkwood AV Upgrade Submitted By: Ehren Rutherford, Senior Account Manager
REVISED December 6, 2022 Page 14 of 17
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270484-Parkwood AV Refresh.Rev1.docx, 12/6/2022 11:34 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.
a. Ford shall supply a training video consisting of a visual tutorial or tutorials, if multiple
room type videos are purchased, that will explain how to operate specific AV systems.
This training tutorial, narrated by a Ford trainer, is a self-paced, always-available, online
video, viewable on any mobile device which give the learner a step-by-step process on how
to use the technology.
b. In consultation with the Customer, Ford will develop and execute a custom curriculum and
curriculum schedule.
c. Ford will provide in-person presentation(s), as needed, including presentation materials
such as PowerPoint or Prezi presentation.
d. Ford will develop a custom Orientation & Operations Handbook, which shall include
detailed, user-friendly information on solutions, functionality, troubleshooting, curriculum,
and other useful reference materials.
e. The Ford Training Center also highly recommends follow-up training sessions six months
to a year following the initial session(s) to ensure that all concepts are anchored and being
employed by each user as well as providing opportunities for new employees to receive the
same level and style of training existing employees received. The Ford Training Center
will work with customers to develop a long-term training strategy and/or ongoing training
curriculum.
f. Additional materials include documents in electronic format, additional hard and/or
laminated copies of Quick-Start Guides and Orientation & Operations Handbooks, as well
as CDs or DVDs of these curriculum materials.
g. All training curriculum and components will be developed and executed by a Ford Master
Trainer.
h. The components of the optional training are to be determined by the Customer, Account
Manager, and Ford Master Trainer to meet the needs of the Customer. The cost of the
additional materials and training is based on the desired program.
i. Please contact Ford to receive a customized price quote on the Advanced Training Program
option.
H. BUILDING CONSTRUCTION AND SYSTEM INSTALLATION
1. VISUAL INSPECTION:
a. This proposal is based upon a visual inspection of the site conditions. It is agreed that some
buildings may have inherent design and/or construction that is not visibly recognizable and
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.
City of Southlake Ford Audio-Video Systems, LLC
Parkwood AV Upgrade Submitted By: Ehren Rutherford, Senior Account Manager
REVISED December 6, 2022 Page 15 of 17
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270484-Parkwood AV Refresh.Rev1.docx, 12/6/2022 11:34 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.
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, fl oor,
and ceiling surfaces found in some rooms. Typically, Ford recommends that the
reverb time does not exceed 1.5 seconds where the primary use is the
communication of speech. The production of other types of music may require
longer reverberation times. In the event that echoes exist, absorptive or diffusive
wall and ceiling panels may be required to eliminate or minimize the detrimental
effects of the echoes.
3) Ford is not responsible for any costs related to reducing the ambient noise or
modifying the acoustics of the Customer's facilities.
I. ACCEPTANCE
1. The Customer's personnel will be notified by Ford upon completion of the installation.
2. Demonstration of system performance will be during the training session.
3. Participants at the performance demonstration shall include personnel representing Ford and
personnel representing City of Southlake who are authorized to accept the system as complete and
make final payment.
This proposal shall not be deemed as accepted by Ford until the executed contract is returned to Ford's Credit Center
for final review and acceptance. If a purchase order is required by the Customer, it must be transmitted with the
signed install agreement for review and acceptance.
This proposal contains confidential pricing, design, engineering, and installation information that is proprietary to
Ford. It is provided for your private use, and is not to be disclosed, in part or in whole, without the express, written
authorization of Ford.
City of Southlake Ford Audio-Video Systems, LLC
Parkwood AV Upgrade Submitted By: Ehren Rutherford, Senior Account Manager
REVISED December 6, 2022 Page 16 of 17
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270484-Parkwood AV Refresh.Rev1.docx, 12/6/2022 11:34 AM) Page 16 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized
employees of the parties hereto and is not for general distribution within or outside their respective companies.
We appreciate the opportunity to work with you on this project. If you have any questions or need additional
information, please contact me at 972-241-9966.
Sincerely,
FORD AUDIO-VIDEO SYSTEMS, LLC
Ehren Rutherford
Senior Account Manager
Voice: 972-241-9966
E-mail: ruthe@fordav.com
Website: www.fordav.com
City of Southlake Ford Audio-Video Systems, LLC
Parkwood AV Upgrade Submitted By: Ehren Rutherford, Senior Account Manager
REVISED December 6, 2022 Page 17 of 17
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270484-Parkwood AV Refresh.Rev1.docx, 12/6/2022 11:34 AM) Page 17 of 17 PROPRIETARY INFORMATION. The information contained herein is for use by authorized
employees of the parties hereto and is not for general distribution within or outside their respective companies.
SYSTEM INSTALLATION AGREEMENT
Between
CITY OF SOUTHLAKE
and
FORD AUDIO-VIDEO SYSTEMS, LLC
This is to signify that City of Southlake and Ford Audio-Video Systems, LLC have entered into a contract, in the
amount of $93,635.00, for the purchase and installation of equipment and services described in the attached
proposal.
PREVENTATIVE MAINTENANCE: $1,000.00 __________________________
Customer Accepts
ALTERNATIVE LEASING ESTIMATED $3,020.00 __________________________
MONTHLY PAYMENT: Customer Accepts
City of Southlake and Ford Audio-Video Systems, LLC, by and through their respective signatories to the
Agreement, each represent to the other that they are authorized to enter into this Agreement.
We do both agree to abide by the terms and conditions of this Agreement.
FORD AUDIO-VIDEO SYSTEMS, LLC CITY OF SOUTHLAKE
_________________________________ _________________________________
Ehren Rutherford Authorized Signature
Senior Account Manager
_________________________________ _________________________________
Mathew Scott Hall Printed Name and Title
Vice President
_________________________________ _________________________________
Date Date