Item 4E - MemoM E M O R A N D U M
June 6, 2023
To:
From:
Subject:
Shana Yelverton, City Manager
Sharen Jackson, Chief Financial Officer
Item 4E: Approve the proposal from Ford Audio-Video
Systems, LLC for purchase of equipment and services and
installation of audio-video components and camera coverage at
the Pickleball Complex in an amount not to exceed $214,000.
Action
Requested:
Background
Information:
Approve the proposal from Ford Audio-Video Systems, LLC
for purchase of equipment and services and installation of
audio-video components and camera coverage at the
Pickleball Complex in an amount not to exceed $214,000.
City Council awarded the bid for the construction of the
pickleball complex at Bicentennial Park on March 21, 2023
in the amount not to exceed $3,665,000. Of this amount,
$214,387 was allotted for AV/IT & Security anticipated costs,
therefore, this item falls within the expected budget for this
project.
Ford Audio-Video, LLC is the preferred vendor used by the
City for all AV and CCTV needs. In previous years, they
have complete AV or CCTV projects at numerous city
facilities including classrooms at DPS North, DPS HQ fire
training rooms, Town Hall camera coverage, Southlake
Town Square camera coverage, Bob Jones Park camera
coverage and the Parkwood Training Facility.
This project will encompass audio & video components
including speakers, amplifiers, a digital signal processor,
Bluetooth receiver, desktop paging station with microphone,
outdoor flat panel display with mount, digital signage player,
transmitter/receiver, and wired keypad controller. The CCTV
components will include a network video recorder, 19
outdoor cameras, 3 indoor cameras, transmitter/receiver,
and electrical accessibility for all camera endpoints mounted
on existing light poles.
Honorable Mayor and City Council
Page 2 of 2
The purpose of this item is to seek approval in purchasing
equipment and services from Ford Audio-Video Systems, LLC
to install audio-video components and camera coverage at
the Pickleball Complex in an amount not to exceed $214,000.
Financial
Considerations: This item has been approved by the FY 2023 CIP Fund.
This expenditure aligns with the City's Strategic direction under
Serve our Customers and Manage the Business, specifically:
•C1 Achieve the highest standards of safety and
security.
•B4 Provide high quality services through
sustainable business practives.
•B6 Optimize use of technology.
No requirements exists.
No requirement exists to review the purchase with
the City Attorney.
The alternative to approving the proposal would be:
1.Do not approve proposal and recognize the
potential limitations and issues, and
understanding the impact towards the City.
2.Direct staff to explore revisions to scope of work
and amend the agreement to reflect those
revisions.
Strategic Link:
Citizen Input/
Board Review:
Legal Review:
Alternatives:
Supporting
Documents: Attachment A: AV proposal from Ford Audio-Video Systems, LLC.
Attachment B: CCTV proposal 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 May 23, 2023
Ms. Sharen Jackson
Mr. Mamerto Estepa
City of Southlake
1400 Main Street
Southlake, TX 76092
RE: Pickle Ball AV System
Dear Ms. Jackson and Mr. Estepa
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
ATTACHMENT A
City of Southlake Ford Audio-Video Systems, LLC
Pickle Ball AV System Submitted By: Ehren Rutherford, Senior Account Manager
REVISED May 23, 2023 Page 2 of 16
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA -272519 - Pickle Ball Courts\Proposal-Final\scjw-RUTHE-CSTXGRA-272519U-
Pickle Ball AV System.Rev3.docx, 5/23/2023 9:19 AM) Page 2 of 16 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees
of the parties hereto and is not for general distribution within or outside their respective companies.
Proposal
For
City of Southlake, Southlake, TX
A. INTRODUCTION
This proposal provides a description of the technology incorporated into the systems, lists the major
equipment and components, and states the terms, conditions, and responsibilities. Individual components
and quantities may be changed, deleted, added, or designated as optional to be added to the system at a
future date.
B. DESCRIPTION OF WORK
Ford shall provide and install the following systems for the City of Southlake, TX (Customer) in their new
construction project:
1. BICENTENNIAL PICKLEBALL COMPLEX
a. EQUIPMENT RACK
1) One (1) 16-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.
2) One (1) uninterruptable power supply (UPS) shall be provided and installed in the
equipment rack to provide temporary backup power for connected devices in case
of a power outage.
b. AUDIO SYSTEM
1) Five (5) weather resistant, 12” preloaded horn speakers shall be provided and
installed on light poles n the following locations (one [1] each) to provide audio
reinforcement of the Championship and Practice pickle ball courts:
a) Championship Court southeast
b) Practice Courts northeast
c) Practice Courts northwest
d) Practice Courts southeast
e) Practice Courts southwest
City of Southlake Ford Audio-Video Systems, LLC
Pickle Ball AV System Submitted By: Ehren Rutherford, Senior Account Manager
REVISED May 23, 2023 Page 3 of 16
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA -272519 - Pickle Ball Courts\Proposal-Final\scjw-RUTHE-CSTXGRA-272519U-
Pickle Ball AV System.Rev3.docx, 5/23/2023 9:19 AM) Page 3 of 16 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) One (1) weather resistant, 12”, 2-way loudspeaker shall be provided and mounted
on the light pole on the northwest side of the patio area to provide sound
reinforcement
3) One (1) 4-channel, 200-watt, 70-volt, audio amplifier shall be provided and
installed in the equipment rack to power the Practice Court speakers.
4) One (1) 2-channel, 200-watt, 70-volt, audio amplifier shall be provided and
installed in the equipment rack to power the Championship Court and Patio
speakers.
5) One (1) 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.
6) One (1) Bluetooth receiver shall be provided and installed in the equipment rack
to play Customer provided content.
7) One (1) desktop paging station with a gooseneck microphone, keypad and an LCD
status indicator shall be provided and installed in the office as the paging interface.
c. VIDEO SYSTEM
1) One (1) 1080p, 55” outdoor rated (IP56), ultra-high brightness flat panel display
with mount shall be provided and installed on the north exterior wall near the
Customer Service window to display Customer generated content.
a) The Customer is responsible for providing electrical power to the flat panel
location.
2) One (1) digital signage player shall be provided and installed in the equipment rack
to provide Customer generated content with owner furnished equipment (OFE)
Reach software.
a) The Customer is responsible for providing an active network connection
at the device location.
3) One (1) HDBaseT transmitter and one (1) HDBaseT receiver shall be provided and
installed to connect the flat panel display to the digital signage player.
d. CONTROL SYSTEM
1) One (1) wired, keypad controller shall be provided, wall mounted inside the Office,
and programmed to control the following:
a) Flat panel display – power on/off
b) System volume – up/down/mute
City of Southlake Ford Audio-Video Systems, LLC
Pickle Ball AV System Submitted By: Ehren Rutherford, Senior Account Manager
REVISED May 23, 2023 Page 4 of 16
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA -272519 - Pickle Ball Courts\Proposal-Final\scjw-RUTHE-CSTXGRA-272519U-
Pickle Ball AV System.Rev3.docx, 5/23/2023 9:19 AM) Page 4 of 16 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) One (1) 10-port PoE+ network switch shall be provided and installed in the
equipment rack to connect the AV components.
e. BACKORDERED EQUIPMENT
1) Some of the control system equipment and other major 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 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
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) business 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. General Requirements:
Providing and installing all electrical wiring, conduits, junction boxes, floor boxes, outlet
boxes, raceways, and supporting materials for a complete, operational electrical system
City of Southlake Ford Audio-Video Systems, LLC
Pickle Ball AV System Submitted By: Ehren Rutherford, Senior Account Manager
REVISED May 23, 2023 Page 5 of 16
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA -272519 - Pickle Ball Courts\Proposal-Final\scjw-RUTHE-CSTXGRA-272519U-
Pickle Ball AV System.Rev3.docx, 5/23/2023 9:19 AM) Page 5 of 16 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.
that meets the National Electrical Code and all applicable state and local building codes.
The work is to be performed by a licensed electrical contractor.
1) In addition to the electrical conduits, separate conduit systems shall be provided
for the following when applicable to the systems being provided by Ford:
a) Microphone Lines
b) Line level lines
c) Speaker lines
d) 70-volt speaker lines
e) Intercom lines
f) Control system lines
g) Video lines
h) RF lines
i) Data lines
j) Lighting system control lines
2) Electrical and Conduit
a) Each conduit system shall be separated from conduits carrying electrical
power by a minimum of 12 inches.
b) All empty conduits shall be furnished with length marked type pull cords
by Greenlee or Klein. In the event that pull strings are not provided in the
conduit, additional labor charges for the pulling of wire will be assessed.
c) All wall mounted outlet boxes shall be deep electrical boxes unless
otherwise specified.
d) 120-volt electrical power outlets for control consoles and control rooms:
For each console area or control room where sound, video, and/or lighting
equipment is located at least four outlets are required on two independent
20 amp circuits. Each circuit shall have its own circuit breaker. Mount the
outlet boxes under the control consoles on the wall.
e) All floor boxes shall be mounted flush with carpet rings.
f) 120-volt electrical outlets for Audio/Video equipment racks: At least four
outlets are required on four independent 20-amp circuits per equipment
rack. Each circuit shall have its own circuit breaker.
City of Southlake Ford Audio-Video Systems, LLC
Pickle Ball AV System Submitted By: Ehren Rutherford, Senior Account Manager
REVISED May 23, 2023 Page 6 of 16
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA -272519 - Pickle Ball Courts\Proposal-Final\scjw-RUTHE-CSTXGRA-272519U-
Pickle Ball AV System.Rev3.docx, 5/23/2023 9:19 AM) Page 6 of 16 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.
h. 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.
i. 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.
j. 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.
k. 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.
l. 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.
3. FORD SHALL BE RESPONSIBLE FOR:
a. Providing line drawings for systems and equipment manuals electronically at no cost
b. Fabrication and installation of audio and video systems
c. Providing recommendations for electrical power and conduits, to be provided and installed
by the electrical contractor, for the audio, video, and control systems
d. Installation of low voltage audio and video wiring for systems
e. Electronic testing of audio systems
f. Testing and alignment of video systems
g. Training
h. Warranty service
i. Providing as-built drawings with wire numbers and labels
City of Southlake Ford Audio-Video Systems, LLC
Pickle Ball AV System Submitted By: Ehren Rutherford, Senior Account Manager
REVISED May 23, 2023 Page 7 of 16
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Pickle Ball AV System.Rev3.docx, 5/23/2023 9:19 AM) Page 7 of 16 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. 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 eight (8) to ten (10) weeks prior
to the beginning of the actual installation at the Customer's facility. Ford estimates the actual on -
site installation, test out, and commissioning of this project will take one (1) week. The total time
required to complete the project is approximately eleven (11) 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. Ford will require three (3) days to complete its work after
any other construction work is completed.
Some of the control system equipment and other major 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 fully functional system. Your account manager can give you more
information on the situation if requested.
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.
City of Southlake Ford Audio-Video Systems, LLC
Pickle Ball AV System Submitted By: Ehren Rutherford, Senior Account Manager
REVISED May 23, 2023 Page 8 of 16
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA -272519 - Pickle Ball Courts\Proposal-Final\scjw-RUTHE-CSTXGRA-272519U-
Pickle Ball AV System.Rev3.docx, 5/23/2023 9:19 AM) Page 8 of 16 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees
of the parties hereto and is not for general distribution within or outside their respective companies.
D. EQUIPMENT LIST
09-01-22 PAGING - BGM (TIPS CONTRACT, #200904)
=====================================================================================
Quantity Description Price Extension
=====================================================================================
1.00 APC.SCL500RM1UC UPS,500VA,120V, W/ SMART CONN 365.00 365.00
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.MPFD16 RACK,DOOR,16RU,1" DEEP,STEEL 255.00 255.00
1.00 ATLA.WMA16-23 RACK,18"DX28"H WALL 693.00 693.00
5.00 C2G.00677 CABL,6FT,CAT6A,SNAGLESS,STP,CA 15.00 75.00
6.00 COMM.PMB-1RR MOUN,POLEMOUNT,1 SPEAKER 154.00 924.00
1.00 FURM.CN-1800S POWE,1RU PWR/COND/SMART SEQ,15 552.00 552.00
6.00 MIDD.EB1 PANE,1 SPACE(1 3/4") FLANGED 11.00 66.00
1.00 MIDD.UFA-8-F1 1SP SLF,8" D W/ 1U FA,BPC 59.00 59.00
1.00 QSC.QIO-RMK 1U 19" RACK MOUNT TRAY AND PAN 135.00 135.00
225.00 WEST.4246F WIRE,4P,23G,SHLD,CAT6,PVC .42 94.50
1,550.00 WEST.AQ226 WIRE,1PR,14AWG,AQUASEAL .62 961.00
50.00 WEST.D2402 WIRE,2PR,#24,SHIELD,PVC,TWISTD .17 8.50
5.00 COMM.R.5-94TZ SPEA,HORN,200W AUTOFORMER,2WAY 1,088.00 5,440.00
1.00 COMM.R.5COAX99 SPEA,2WAY,90HX90V,FULL RANGE 1,013.00 1,013.00
1.00 QSC.CORENANO DSP, NO ANALOG, 64 NET + USB 1,628.00 1,628.00
1.00 QSC.MP-A20V 2 X 200W POWER AMPLIFIER 833.00 833.00
1.00 QSC.MP-A40V 800W FLEX AMP HIZ/LOZ AMP GPIO 1,403.00 1,403.00
1.00 QSC.PS-1650G MIC, 16 BUT. PAGE STA GOOSENCK 2,771.00 2,771.00
2.00 QSC.QIO-L4O Q-SYS PERIPHERAL 4 LINE OUTPUT 409.00 818.00
1.00 QSC.QIO-ML4I Q-SYS PERI 4MIC/LINE INPUTS 533.00 533.00
1.00 QSC.NS10-125+ DATA,10P POE++ Q-SYS AES67 DAN 990.00 990.00
1.00 QSC.QIO-GP8X8 Q-SYS PERIPHERAL CONTR EXPANDE 334.00 334.00
1.00 QSC.SLQSE8NP SOFT,8FLEX/NANO SCRIPT ENG. LI 176.00 176.00
250.00 BELD.9451 WIRE,1PR,#22,SHIELD,PVC .22 55.00
1.00 DENO.DN300BR BLUETOOTH AUDIO RECEIVER,19" 184.00 184.00
9.00 CABLES & CONNECTORS 33.00 297.00
6.00 MOUNTING HARDWARE 33.00 198.00
16.00 RACK HARDWARE 19.00 304.00
4.00 WIRE MANAGEMENT 33.00 132.00
1.00 KEYD.KD-WP8-2 8-BUTTON KEYPAD, IP,IR,RS-232 340.00 340.00
1.00 OFE PLAYER .00 .00
1.00 OFE MUSIC PLAYER .00 .00
=========
Sub Total 21,912.00
09-01-22 VIDEO (TIPS CONTRACT, #200904)
=====================================================================================
Quantity Description Price Extension
=====================================================================================
75.00 WEST.4246F WIRE,4P,23G,SHLD,CAT6,PVC .42 31.50
1.00 BRIG.BSNPASS12 ONE YEAR SERVICE NETWORK PASS 86.00 86.00
1.00 BRIG.HD224 DIGI.265,FULL HD,HTML5,PLAYER 352.00 352.00
1.00 BRIG.SDHC-32C10 32GB CLASS 10 MICRO SD MEMORY 37.00 37.00
1.00 CRES.HDRX4KZ101 DM LITE 4K60 4:4:4 RECE-HDMI 240.00 240.00
1.00 CRES.HDTX4KZ101 DM LITE 4K60 TRANSMIT FOR HDMI 240.00 240.00
City of Southlake Ford Audio-Video Systems, LLC
Pickle Ball AV System Submitted By: Ehren Rutherford, Senior Account Manager
REVISED May 23, 2023 Page 9 of 16
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Pickle Ball AV System.Rev3.docx, 5/23/2023 9:19 AM) Page 9 of 16 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees
of the parties hereto and is not for general distribution within or outside their respective companies.
1.00 LG.55XE4F-M 55",HIGH BRIGHTNESS,4000 NIT 7,104.00 7,104.00
1.00 PEER.EWL-55XE4F MOUN, OUTDOOR TILT WALLMOUNT 999.00 999.00
4.00 CABLES & CONNECTORS 33.00 132.00
3.00 MOUNTING HARDWARE 33.00 99.00
2.00 WIRE MANAGEMENT 33.00 66.00
1.00 OFE DIGITAL SIGNAGE SOFTWARE .00 .00
=========
Sub Total 9,386.50
INTEGRATION SERVICES (TIPS CONTRACT, #200904)
=====================================================================================
Quantity Description Price Extension
=====================================================================================
DESIGN, ENGINEERING, FABRICATION,
PROJECT MANAGEMENT, INSTALLATION,
COMMISSIONING, TRAINING AND WARRANTY 29,030.63 29,030.63
=========
Sub Total 29,030.63
=========
Merchandise: 31,298.50
Integration: 29,030.63
Other: .00
Freight: .00
Sales Tax: .00
=========
Total Amount: 60,329.13
E. COST SUMMARY AND TERMS
PROPOSED TOTAL: $60,329.13
PREVENTATIVE MAINTENANCE: $500.00
TAXES: No taxes have been included in the project 'Total Amount,' unless specifically showing on
the 'Sales Tax' line. All taxes are the responsibility of the Customer. If a tax is charged to
Ford, the Customer will be responsible for reimbursing Ford for the cost.
TERMS: The Customer shall issue a purchase order in accordance with the terms and conditions of
the TIPS Contract, #200904.
100% invoiced upon completion.
All invoices are due Net 30.
ALTERNATIVE LEASING:
Leasing options are available. Please contact your Ford Account Manager for more
information.
City of Southlake Ford Audio-Video Systems, LLC
Pickle Ball AV System Submitted By: Ehren Rutherford, Senior Account Manager
REVISED May 23, 2023 Page 10 of 16
(\\f-mfs-01.fordav.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA -272519 - Pickle Ball Courts\Proposal-Final\scjw-RUTHE-CSTXGRA-272519U-
Pickle Ball AV System.Rev3.docx, 5/23/2023 9:19 AM) Page 10 of 16 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.
CC: Unless otherwise prohibited by law, a 3% bank interchange fee will be charged for using a
credit card for payment.
PRICE: The price stated above for this project is based upon the complete system being purchased
and installed at one time. In the event the Customer selects to purchase less than the total
project, delays purchase of any portion of the system, requires that the system be installed
in phases, or delays the installation; Ford reserves the right to charge for additional labor,
travel, and overhead. The price is valid for thirty (30) days from the date of this proposal.
COMMENCEMENT OF WORK:
Ford must receive the enclosed contract signed by the Customer and/or a Customer
provided and Ford approved purchase order that specifically accepts and includes ALL
terms and conditions outlined in this proposal, along with any payment terms and
provisions included in this proposal before the agreement will be considered fully accepted
and executed by Ford. Receipt of the above-mentioned documents and payments is a
condition precedent to Ford's obligation to perform any work contemplated under this
contract, including engineering the system, purchasing the equipment and scheduling the
work crews for installation. In the event the Customer fails to pay Ford within the terms
above, Ford reserves the right to stop work on the project until all payments are received
by Ford in accordance with the terms.
CREDIT: This proposal shall not be deemed as accepted by Ford until the executed contract is
returned to Ford's Credit Center for final review and acceptance.
CHANGES: Any Customer Change Orders (CCO) must be approved in writing by the Customer prior
to execution by Ford and are subject to the credit terms of this agreement.
NON-SOLICITATION:
The Customer and Ford mutually agree, because of the high cost of training an employee,
that neither party shall solicit the employment of any employee of the other party, and shall
not employ any employee or any person who was an employee of the other party at any
time during the relationship between the parties or for a period of one (1) year following
the termination of any relationship between the parties. In the event of a breach of this
section, the breaching party agrees to pay the other party an amount equal to the hired
employee's annual wages as an agreed upon cost to replace the employee.
F. GUARANTEES AND LIMITATIONS OF WARRANTIES
1. FORD GUARANTEES THE FOLLOWING:
a. Equipment will be new, unless noted otherwise.
2. STANDARD WARRANTY
a. Equipment and installation provided by Ford in this proposal will be free of defects and
will be repaired or replaced, 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
City of Southlake Ford Audio-Video Systems, LLC
Pickle Ball AV System Submitted By: Ehren Rutherford, Senior Account Manager
REVISED May 23, 2023 Page 11 of 16
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Pickle Ball AV System.Rev3.docx, 5/23/2023 9:19 AM) Page 11 of 16 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.
designated portion thereof, is sufficiently complete so that the system can be used for its
intended purpose.
b. Equipment and materials provided by Ford that were manufactured by other companies
will be warranted under the warranty terms of the original manufacturer.
c. 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.).
d. 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.
e. 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.
f. 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.
g. 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.
h. Ford will not be responsible for damages or cost of repairs due to modifications,
adjustments, or additions to the system, or changes to the Software performed by personnel
not authorized by Ford during the warranty period. Doing so will invalidate the warranty.
i. 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
Pickle Ball AV System Submitted By: Ehren Rutherford, Senior Account Manager
REVISED May 23, 2023 Page 12 of 16
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Pickle Ball AV System.Rev3.docx, 5/23/2023 9:19 AM) Page 12 of 16 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
Pickle Ball AV System Submitted By: Ehren Rutherford, Senior Account Manager
REVISED May 23, 2023 Page 13 of 16
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Pickle Ball AV System.Rev3.docx, 5/23/2023 9:19 AM) Page 13 of 16 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
Pickle Ball AV System Submitted By: Ehren Rutherford, Senior Account Manager
REVISED May 23, 2023 Page 14 of 16
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Pickle Ball AV System.Rev3.docx, 5/23/2023 9:19 AM) Page 14 of 16 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, floor,
and ceiling surfaces found in some rooms. Typically, Ford recommends that the
reverb time does not exceed 1.5 seconds where the primary use is the
communication of speech. The production of other types of music may require
longer reverberation times. In the event that echoes exist, absorptive or diffusive
wall and ceiling panels may be required to eliminate or minimize the detrimental
effects of the echoes.
3) Ford is not responsible for any costs related to reducing the ambient noise or
modifying the acoustics of the Customer's facilities.
City of Southlake Ford Audio-Video Systems, LLC
Pickle Ball AV System Submitted By: Ehren Rutherford, Senior Account Manager
REVISED May 23, 2023 Page 15 of 16
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Pickle Ball AV System.Rev3.docx, 5/23/2023 9:19 AM) Page 15 of 16 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.
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 propr ietary 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 add itional
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
Pickle Ball AV System Submitted By: Ehren Rutherford, Senior Account Manager
REVISED May 23, 2023 Page 16 of 16
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Pickle Ball AV System.Rev3.docx, 5/23/2023 9:19 AM) Page 16 of 16 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 $60,329.13, for the purchase and installation of equipment and services described in the attached
proposal.
PREVENTATIVE MAINTENANCE: $500.00 __________________________
Customer Accepts
City of Southlake and Ford Audio-Video Systems, LLC, by and through their respective signatories to the
Agreement, each represent to the other that they are authorized to enter into this Agreement.
We do both agree to abide by the terms and conditions of this Agreement.
FORD AUDIO-VIDEO SYSTEMS, LLC CITY OF SOUTHLAKE
_________________________________ _________________________________
Ehren Rutherford Authorized Signature
Senior Account Manager
_________________________________ _________________________________
Mathew Scott Hall Printed Name and Title
Vice President
_________________________________ _________________________________
Date Date
4901 Statesman Drive, Irving, TX 75063 972-241-9966 www.fordav.com
REVISED May 23, 2023
Ms. Sharen Jackson
Mr. Mamerto Estepa
City of Southlake
1400 Main Street
Southlake, TX 76092
RE: Pickle Ball CCTV
Dear Ms. Jackson and Mr. Estepa
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
ATTACHMENT B
City of Southlake Ford Audio-Video Systems, LLC
Pickle Ball CCTV Submitted By: Ehren Rutherford, Senior Account Manager
REVISED May 23, 2023 Page 2 of 15
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Pickle Ball CCTV.Rev3.docx, 5/23/2023 9:18 AM) Page 2 of 15 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of
the parties hereto and is not for general distribution within or outside their respective companies.
Proposal
For
City of Southlake, Southlake, TX
A. INTRODUCTION
This proposal provides a description of the technology incorporated into the systems, lists the major
equipment and components, and states the terms, conditions, and responsibilities. Individual components
and quantities may be changed, deleted, added, or designated as optional to be added to the system at a
future date.
B. DESCRIPTION OF WORK
Ford shall provide and install the following systems for the City of Southlake, TX (Customer) in their new
construction project:
1. PICKLE BALL COURTS CCTV
a. One (1) 24 TB network video recorder shall be provided to store camera footage and
installed in the AV rack installed by Ford located in the building interior.
b. One (1) 24-port POE+ network switch shall be provided and installed to connect the
network video recorder to the cameras and the Customer’s network
1) The Customer is responsible for providing a network connection at the switch
location.
c. Nineteen (19) outdoor rated cameras shall be provided and installed in the following
locations:
1) One (1) 24 MP multi-head camera assembly with a 180° field of view shall be
provided and mounted on the south wall of the building structure to capture the
nearby common areas and parking area.
2) One (1) 32 MP multi-head camera assembly with a 360° field of view shall be
provided and mounted on an existing light pole in the parking lot west of the
Championship Court to capture the nearby parking area.
3) One (1) 32 MP multi-head camera assembly with a 360° field of view shall be
provided and mounted on an existing light pole in the parking lot south of the
Practice Courts to capture the nearby parking area.
4) One (1) 32 MP multi-head camera assembly with a 360° field of view shall be
provided and mounted on an existing light pole in the parking lot east of the
Practice Courts to capture the nearby parking area.
City of Southlake Ford Audio-Video Systems, LLC
Pickle Ball CCTV Submitted By: Ehren Rutherford, Senior Account Manager
REVISED May 23, 2023 Page 3 of 15
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Pickle Ball CCTV.Rev3.docx, 5/23/2023 9:18 AM) Page 3 of 15 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.
5) One (1) 32 MP multi-head camera assembly with a 360° field of view shall be
provided and mounted on an existing light pole in the parking lot southeast of the
Practice Courts and just west of the Tennis Center to capture the nearby parking
area.
6) One (1) 5 MP bullet camera with an IR illuminator ring shall be provided shall be
provided and mounted on an existing light pole in the parking lot southeast of the
Practice Courts and just west of the Tennis Center to capture the entrance to the
Tennis Center.
7) One (1) 8 MP box camera with an IR illuminator ring shall be provided and
mounted on an existing light pole in the northwest corner of the Championship
Court to capture the nearby area.
8) One (1) 8 MP bullet camera with an IR illuminator ring shall be provided and
mounted on the north wall of the building to capture the nearby area and patio
seating.
9) Two (2) 8 MP bullet cameras, each with an IR illuminator ring shall be provided
and mounted on an existing pole in the walkway between the practice courts to
capture the walkway from the east and the west.
10) One (1) 5 MP bullet camera with an IR illuminator ring shall be provided and
mounted on an existing pole in the northwest corner of the north Practice Court to
capture the nearby area.
11) One (1) 5 MP bullet camera with an IR illuminator ring shall be provided and
mounted on an existing pole in the southeast corner of the north Practice Court to
capture the nearby area.
12) One (1) 5 MP bullet camera with an IR illuminator ring shall be provided and
mounted on an existing pole in the northwest corner of the south Practice Court to
capture the nearby area.
13) One (1) 5 MP bullet camera with an IR illuminator ring shall be provided and
mounted on an existing pole in the southeast corner of the south Practice Court to
capture the nearby area.
14) One (1) 4.0 MP dome camera with an integrated IR illuminator shall be provided
and mounted on the northeast wall of the building to capture the nearby common
area.
15) One (1) 4.0 MP dome cameras with an integrated IR illuminator shall be provided
and mounted on the north wall of the building to capture the covered area near the
window.
16) One (1) 4.0 MP dome cameras with an integrated IR illuminator shall be provided
and mounted on the west wall of the building to capture the nearby common area.
City of Southlake Ford Audio-Video Systems, LLC
Pickle Ball CCTV Submitted By: Ehren Rutherford, Senior Account Manager
REVISED May 23, 2023 Page 4 of 15
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the parties hereto and is not for general distribution within or outside their respective companies.
17) Two (2) 3 MP micro bullet cameras shall be provided and installed outside the
building to capture the exterior cashier windows.
18) Two (2) white, ceiling microphones shall be provided and flush mounted in the
ceiling of the building to capture audio at the exterior of the cashier windows.
d. Three (3) indoor cameras shall be provided and installed in the following locations:
1) One (1) 2 MP dome camera with an IR illuminator ring shall be provided and
installed to capture the interior of the office.
2) Two (2) 3 MP micro bullet cameras shall be provided and installed inside the
building to capture the interior of the cashier windows.
3) Two (2) white, ceiling microphones shall be provided and flush mounted in the
ceiling of the building to capture audio at the exterior of the cashier windows.
e. All cameras shall be equipped with the Avigilon ACC 7 Enterprise Edition camera license.
f. One (1) wireless data transmitter/receiver shall be provided and installed in a NEMA
enclosure provided by Ford on each of poles located in the parking areas (four [4] total) to
connect the locally installed camera to the system.
g. Electrical for all camera endpoints mounted on existing light poles is included in this
proposal
1) All work shall be completed by licensed, insured and/or certified trade contractors
and permitted and/or approved by the City of Southlake.
2. THE CUSTOMER SHALL BE RESPONSIBLE FOR:
a. The Customer shall have a representative (one [1] person selected by the Customer)
available throughout the installation to make decisions on behalf of the Customer
concerning the installation. The purpose is to ensure that communication between the
Customer and Ford is accurate and responsive in the event of questions or problems that
may arise during installation.
b. The Customer shall clear the rooms involved in the installation of all activities during the
periods of installation. Ford will work with the Customer to schedule the installation.
Hours or days of work lost by the installation crew due to the inability to work as planned
will be charged to the Customer based on the extra labor and expenses required.
c. The Customer shall provide a facility that is prepared for the installation of electronic
equipment. This includes a clean, dust-free, and air-conditioned environment that is secure
and quiet. The Customer is responsible for providing a secure job site and for the cost of
loss or damage to audio, video, and lighting equipment delivered by Ford to the job site.
d. Existing or Customer provided conduit and raceway must be in good condition for use and
be sized appropriately for the requirements of the project.
City of Southlake Ford Audio-Video Systems, LLC
Pickle Ball CCTV Submitted By: Ehren Rutherford, Senior Account Manager
REVISED May 23, 2023 Page 5 of 15
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Pickle Ball CCTV.Rev3.docx, 5/23/2023 9:18 AM) Page 5 of 15 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of
the parties hereto and is not for general distribution within or outside their respective companies.
e. Electrical Power
In the event that electrical power is required to be installed or conduit systems are required
to support the audio/video systems, it is the responsibility of the Customer, at their expense,
to provide complete and adequate electrical power and conduit, unless otherwise noted.
f. General Requirements:
Providing and installing all electrical wiring, conduits, junction boxes, floor boxes, outlet
boxes, raceways, and supporting materials for a complete, operational electrical system
that meets the National Electrical Code and all applicable state and local building codes.
The work is to be performed by a licensed electrical contractor.
1) In addition to the electrical conduits, separate conduit systems shall be provided
for the following when applicable to the systems being provided by Ford:
a) Control system lines
b) Video lines
c) Data lines
2) Electrical and Conduit
a) Each conduit system shall be separated from conduits carrying electrical
power by a minimum of 12 inches.
b) All empty conduits shall be furnished with length marked type pull cords
by Greenlee or Klein. In the event that pull strings are not provided in the
conduit, additional labor charges for the pulling of wire will be assessed.
c) All wall mounted outlet boxes shall be deep electrical boxes unless
otherwise specified.
d) 120-volt electrical power outlets for control consoles and control rooms:
For each console area or control room where sound, video, and/or lighting
equipment is located at least four outlets are required on two independent
20 amp circuits. Each circuit shall have its own circuit breaker. Mount the
outlet boxes under the control consoles on the wall.
e) All floor boxes shall be mounted flush with carpet rings.
f) 120-volt electrical outlets for Audio/Video equipment racks: At least four
outlets are required on four independent 20-amp circuits per equipment
rack. Each circuit shall have its own circuit breaker.
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.
City of Southlake Ford Audio-Video Systems, LLC
Pickle Ball CCTV Submitted By: Ehren Rutherford, Senior Account Manager
REVISED May 23, 2023 Page 6 of 15
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Pickle Ball CCTV.Rev3.docx, 5/23/2023 9:18 AM) Page 6 of 15 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.
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.
3. FORD SHALL BE RESPONSIBLE FOR:
a. Providing line drawings for systems and equipment manuals electronically at no cost
b. Fabrication and installation of video systems
c. Providing recommendations for electrical power and conduits, to be provided and installed
by the electrical contractor, for the audio, video, and control systems
d. Installation of low voltage video wiring for systems
e. Testing and alignment of video systems
f. Training
g. Warranty service
h. Providing as-built drawings with wire numbers and labels
4. PREVENTATIVE MAINTENANCE
a. Ford shall perform one (1) pre-scheduled service call, prior to the end of the warranty
period, for the purpose of conducting routine preventative maintenance (PM) to check the
general operation of equipment. This PM service call shall be scheduled in advance with
the Customer, between 8:00 am and 5:00 pm Monday through Friday, excluding holidays,
and does not include expendable materials used (e.g., light bulbs, lamps, light fixture
lamps, fuses, batteries, portable connection cables, etc.) or system programming. This
City of Southlake Ford Audio-Video Systems, LLC
Pickle Ball CCTV Submitted By: Ehren Rutherford, Senior Account Manager
REVISED May 23, 2023 Page 7 of 15
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Pickle Ball CCTV.Rev3.docx, 5/23/2023 9:18 AM) Page 7 of 15 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.
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 eight (8) to ten (10) weeks prior
to the beginning of the actual installation at the Customer's facility. Ford estimates the actual on -
site installation, test out, and commissioning of this project will take nine (9) days. The total time
required to complete the project is approximately twelve (12) 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. Ford will require four (4) days to complete its work after
any other construction work is completed.
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
SECURITY CAMERAS (TIPS CONTRACT, #200904)
=====================================================================================
Quantity Description Price Extension
=====================================================================================
16.00 WIRE MANAGEMENT 33.00 528.00
14.00 CABLES & CONNECTORS 33.00 462.00
15.00 MOUNTING HARDWARE 33.00 495.00
1,000.00 WEST.4246EZBK WIRE,ENHANCED UTP CAT 6 .16 160.00
1.00 ADDITONAL UPS POWER ALLOWANCE 1,333.00 1,333.00
1.00 ADDITONAL RACK SPACE ALLOWANCE 333.00 333.00
1.00 MISC UBIQUITI MOUNTING ALLOW 533.00 533.00
5.00 POWER CONVERTOR MISC 33.00 165.00
1,500.00 WEST.4246FIO CABL,CAT6,SHLD,OUTDOOR .70 1,050.00
1.00 WEST.24PP6AS-L PATCH PANEL,24 PORT CAT6A SHIE 137.00 137.00
4.00 INSCAPEDATA LPS3400ATMP-300-T1 1,002.00 4,008.00
4.00 MMK0001-L POLE MOUNT KIT 60.00 240.00
2.00 RADI.FP-BUC2 AV,CONVERTOR,BAL TO UNBAL-2 CH 233.00 466.00
City of Southlake Ford Audio-Video Systems, LLC
Pickle Ball CCTV Submitted By: Ehren Rutherford, Senior Account Manager
REVISED May 23, 2023 Page 8 of 15
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Pickle Ball CCTV.Rev3.docx, 5/23/2023 9:18 AM) Page 8 of 15 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.
2.00 RADI.STMX2 2 CHANNEL MIC/LINE MIXER 165.00 330.00
2.00 AUDI.APS2 2 CHANNEL PHANTOM POWER SUPPLY 104.00 208.00
4.00 AUDI.M70W MIC,CEILING,WHT,CARDIOID, 361.00 1,444.00
2.00 UBIQ.NBE-M5-16 5GHZ NANOBEAM, AIRMAX, 16DB 76.00 152.00
3.00 UBIQ.NBE5ACGEN2 DATA,5GHZ NANOBEAM AC,GEN 2 112.00 336.00
1.00 AVIG.24CH4A3MH1 CAME,3X8MP WDR 180 DEGREE CA 2,106.00 2,106.00
3.00 AVIG.4CH5ADO1IR CAME,4MP H5A DO1 IR 1,146.00 3,438.00
3.00 AVIG.8CH5ADO1IR CAME,8MP,H5A,DO1,IR,OUTDOOR 1,505.00 4,515.00
1.00 AVIG.20CH5SLD1I 2MP H5SL INDOOR IR DOME CAMERA 446.00 446.00
2.00 AVIG.H5A-MOD-2P 2 PORT H5A MODULAR MAIN UNIT 473.00 946.00
4.00 AVIG.3CH5MODMB2 3MP H5A MOD MICRO BULLET 224.00 896.00
1.00 AVIG.NVR524TS19 NVR5 STD 24TB 2U RACK MNT WS19 15,836.00 15,836.00
1.00 AVIG.8.0CH5ABO1 CAME,8MP BOX CAMERA 1,505.00 1,505.00
5.00 AVIG.5.0CH5ABO2 CAME,5MP WDR, 9-22MM LENS IR 1,249.00 6,245.00
4.00 AVIG.32CH4A4MH3 CAME,4X8 MP,WDR,4MM,MULTIHEAD 2,407.00 9,628.00
5.00 AVIG.H4AMHADPEN OUTDOOR PENDANT MOUNT ADAPTER 160.00 800.00
5.00 AVIG.H4AMHDOCOV ACCE,DOME BUBBLE & COVER 160.00 800.00
5.00 AVIG.IRPTZMNTWA PEDANT WALL MOUNT ADAPTER 95.00 475.00
5.00 AVIG.H4AMHADIRI ACCE,OPTIONAL IR RING FOR PEND 331.00 1,655.00
1.00 AVIG.POEINJ260W POE++ 60W INJECTOR NA 150.00 150.00
6.00 AVIG.H4BOJBOX1 SECU,JUNCT BX FOR H4ABOIR CAM 90.00 540.00
20.00 AVIG.ACC7-ENT ACC7 ENTERPRISE CAMERA LICENSE 269.00 5,380.00
1.00 UBIQ.RP5ACGEN2 5 GHZ ROCKET AC, PRISM, GEN2 279.00 279.00
5.00 UBIQ.INS3AFIG ACCE,INSTANT POE CONVERTER 27.00 135.00
13.00 DITE.DTKMRJPOEX POWE,SING CHAN POE PROTECTOR 73.00 949.00
1.00 UBIQUITI PRICE INCREASE ALLOW 667.00 667.00
1.00 NETG.GSM4230P10 DATA,24P,POE+,300W,2P,4SFP 2,201.00 2,201.00
=========
Sub Total 71,972.00
SYSTEM INTEGRATION (TIPS CONTRACT, #200904)
=====================================================================================
Quantity Description Price Extension
=====================================================================================
DESIGN, ENGINEERING, FABRICATION,
PROJECT MANAGEMENT, INSTALLATION,
COMMISSIONING, TRAINING AND WARRANTY 45,588.00 45,588.00
=========
Sub Total 45,588.00
=========
Merchandise: 71,972.00
Integration: 45,588.00
Other: .00
Freight: .00
Sales Tax: .00
=========
Total Amount: 117,560.00
City of Southlake Ford Audio-Video Systems, LLC
Pickle Ball CCTV Submitted By: Ehren Rutherford, Senior Account Manager
REVISED May 23, 2023 Page 9 of 15
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Pickle Ball CCTV.Rev3.docx, 5/23/2023 9:18 AM) Page 9 of 15 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: $117,560.00
PREVENTATIVE MAINTENANCE: $625.00
TAXES: No taxes have been included in the project 'Total Amount,' unless specifically showing on
the 'Sales Tax' line. All taxes are the responsibility of the Customer. If a tax is charged to
Ford, the Customer will be responsible for reimbursing Ford for the cost.
TERMS: The Customer shall issue a purchase order in accordance with the terms and conditions of
the TIPS Contract, #200904.
100% invoiced upon completion.
All invoices are due Net 30.
ALTERNATIVE LEASING:
Leasing options are available. Please contact your Ford Account Manager for more
information.
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.
City of Southlake Ford Audio-Video Systems, LLC
Pickle Ball CCTV Submitted By: Ehren Rutherford, Senior Account Manager
REVISED May 23, 2023 Page 10 of 15
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Pickle Ball CCTV.Rev3.docx, 5/23/2023 9:18 AM) Page 10 of 15 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.
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.
2. STANDARD WARRANTY
a. Equipment and installation provided by Ford in this proposal will be free of defects and
will be repaired or replaced, 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.
b. Equipment and materials provided by Ford that were manufactured by ot her companies
will be warranted under the warranty terms of the original manufacturer.
c. 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.).
d. 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.
e. 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
City of Southlake Ford Audio-Video Systems, LLC
Pickle Ball CCTV Submitted By: Ehren Rutherford, Senior Account Manager
REVISED May 23, 2023 Page 11 of 15
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Pickle Ball CCTV.Rev3.docx, 5/23/2023 9:18 AM) Page 11 of 15 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 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.
f. 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.
g. 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.
h. Ford will not be responsible for damages or cost of repairs due to modifications,
adjustments, or additions to the system, or changes to the Software performed by personnel
not authorized by Ford during the warranty period. Doing so will invalidate the warranty.
i. Ford may withhold warranty service in the event that the Customer has an unpaid balance
due to be paid to Ford.
j. DISCLAIMER OF ALL OTHER WARRANTIES YOUR DEVICES(S),
EQUIPMENT, FORD'S SERVICES, AND/OR YOUR USE OF FORD'S SERVICES DO
NOT CAUSE AND CANNOT ELIMINATE OCCURRENCES OF THE EVENTS THEY
ARE INTENDED TO DETECT OR AVERT, INCLUDING, BUT NOT LIMITED TO,
FIRES, FLOODS, BURGLARIES, TORTS, ROBBERIES, OTHER CRIMINAL
ACTIVITY, AND MEDICAL PROBLEMS. TO THE FULLEST EXTENT
ALLOWABLE BY STATE LAW, FORD MAKES NO GUARANTY OR WARRANTY,
INCLUDING ANY IMPLIED WARRANTY OF MERCHANTABILITY OR FITNESS
FOR A PARTICULAR PURPOSE, THAT YOUR DEVICES(S), FORD'S SERVICES,
AND/OR YOUR USE OF FORD'S SERVICES WILL DETECT OR AVERT SUCH
INCIDENTS OR THEIR CONSEQUENCES. FORD DOES NOT UNDERTAKE ANY
RISK THAT YOU OR YOUR PROPERTY, OR THE PERSON OR PROPERTY OF
OTHERS, MAY BE SUBJECT TO INJURY OR LOSS IF SUCH AN EVENT OCCURS.
THE ALLOCATION OF SUCH RISK REMAINS WITH YOU, NOT FORD. YOU
RELEASE, WAIVE, DISCHARGE, AND PROMISE NOT TO SUE OR BRING ANY
CLAIM OF ANY TYPE AGAINST FORD OR ITS THIRD-PARTY PROVIDERS FOR
LOSS, DAMAGE, OR INJURY RELATING IN AN WAY TO THE DEVICES OR
SERVICES PROVIDED BY FORD.
3. 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.
City of Southlake Ford Audio-Video Systems, LLC
Pickle Ball CCTV Submitted By: Ehren Rutherford, Senior Account Manager
REVISED May 23, 2023 Page 12 of 15
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Pickle Ball CCTV.Rev3.docx, 5/23/2023 9:18 AM) Page 12 of 15 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.
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.
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
Pickle Ball CCTV Submitted By: Ehren Rutherford, Senior Account Manager
REVISED May 23, 2023 Page 13 of 15
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Pickle Ball CCTV.Rev3.docx, 5/23/2023 9:18 AM) Page 13 of 15 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, floor,
and ceiling surfaces found in some rooms. Typically, Ford recommends that the
reverb time does not exceed 1.5 seconds where the primary use is the
communication of speech. The production of other types of music may require
longer reverberation times. In the event that echoes exist, absorptive or diffusive
wall and ceiling panels may be required to eliminate or minimize the detrimental
effects of the echoes.
3) Ford is not responsible for any costs related to reducing the ambient noise or
modifying the acoustics of the Customer's facilities.
City of Southlake Ford Audio-Video Systems, LLC
Pickle Ball CCTV Submitted By: Ehren Rutherford, Senior Account Manager
REVISED May 23, 2023 Page 14 of 15
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Pickle Ball CCTV.Rev3.docx, 5/23/2023 9:18 AM) Page 14 of 15 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.
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.
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
Pickle Ball CCTV Submitted By: Ehren Rutherford, Senior Account Manager
REVISED May 23, 2023 Page 15 of 15
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Pickle Ball CCTV.Rev3.docx, 5/23/2023 9:18 AM) Page 15 of 15 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 $117,560.00, for the purchase and installation of equipment and services described in the attached
proposal.
PREVENTATIVE MAINTENANCE: $625.00 __________________________
Customer Accepts
City of Southlake and Ford Audio-Video Systems, LLC, by and through their respective signatories to the
Agreement, each represent to the other that they are authorized to enter into this Agreement.
We do both agree to abide by the terms and conditions of this Agreement.
FORD AUDIO-VIDEO SYSTEMS, LLC CITY OF SOUTHLAKE
_________________________________ _________________________________
Ehren Rutherford Authorized Signature
Senior Account Manager
_________________________________ _________________________________
Mathew Scott Hall Printed Name and Title
Vice President
_________________________________ _________________________________
Date Date