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Item 4K-4O - Attachment Cforce REVISED October 31, 2023 Mr. Mamerto Estepa City of Southlake 1400 Main Street, Suite 420 Southlake, TX 76092 RE: Emergency Operations Center Dear Mr. Estepa: 2� 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 Ehren Rutherford Senior Account Manager Voice: 972-241-9966 Email: ruthe@forday.com Website: www.forday.com FORD AUDIO -VIDEO SYSTEMS, LLC tl�2 Mathew Scott Hall Vice President 4901 Statesman Drive, Irving, TX 75063 972-241-9966 www.forday.com City of Southlake Ford Audio -Video Systems, LLC Emergency Operations Center Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 31, 2023 Page 2 of 18 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. M:�03:041R101ISHEI]ai el9:4 Ford shall provide and install the following systems for the City of Southlake, Texas of Southlake, Texas (Customer) in their remodel project: EMERGENCY OPERATIONS CENTER a. EQUIPMENT RACK 1) One (1) 35-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 to provide audio reinforcement in the room. 2) One (1) 2-channel bridged, 70-volt, audio amplifier shall be provided and installed in the equipment rack to power the speakers. 3) 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. 4) Two (2) 2' x 2' beamforming microphone arrays shall be provided and installed in the drop tile ceiling above the student seating area to provide voice pickup during audio and web conferencing. (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 274699 -EOC\Proposal-Final\sckm-RUTHE-CSTXGRA-274699-City of Southlake EOC.Revl.docx, 10/31/2023 3:00 PM) Page 2 of 18 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Emergency Operations Center Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 31, 2023 Page 3 of 18 C. VIDEO SYSTEM 1) One (1) 15.75' x 5.31', 1.5 mm pixel pitch, direct view LED video wall with mounting system shall be provided and installed on the front wall to display Customer generated content. a) The Customer is responsible for providing the required structural backing to support the weight of the video wall and mounts. Ford shall provide the Customer the weight of the video wall prior to installation. b) The Customer is responsible for providing the required electrical power at the video wall location. Ford shall provide the Customer the power requirements and locations prior to installation. c) The Customer is responsible for providing a low voltage cable path to the video wall location. d) The Customer is responsible for having the electrical contractor install a master relay to allow the video wall to be turned on or off using the control system. e) Two (2) spare LED panel(s) shall be provided and handed to the Customer. 2) One (1) 12-input x 8-output video wall processor shall be provided and installed in the equipment rack to provide video scaling and signal distribution to the video wall. 3) Two (2) owner furnished equipment (OFE) flat panel displays, each with an OFE with mount shall be provided and installed on the back wall of the room to show Customer provided content. a) The Customer is responsible for providing electrical power to each flat panel location. 4) One (1) Microsoft Teams Room system shall be provided and installed. a) One (1) PC shall be provided and installed in the equipment rack. This PC is dedicated to running the Microsoft Teams Rooms software and is not available for running additional applications by users. b) The Customer is responsible for providing an active Microsoft Teams Room Pro license for the Microsoft Teams Room system. c) One (1) 10.1" touch screen shall be provided and wall mounted in a location to be determined by the Customer and Ford prior to installation to provide the Microsoft Teams Rooms user control interface. 5) One (1) wall plate with an integrated AV over IP encoder and one (1) USB bridge shall be installed in a location to be determined by the Customer and Ford prior to (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 274699 -EOC\Proposal-Final\sckm-RUTHE-CSTXGRA-274699-City of Southlake EOC.Revl.docx, 10/31/2023 3:00 PM) Page 3 of 18 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Emergency Operations Center Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 31, 2023 Page 4 of 18 installation to enable BYOD web conferencing from OFE laptops with preloaded software such as Zoom or Webex. 6) Two (2) pan/tilt/zoom (PTZ) cameras shall be provided and installed in locations to be determined by the Customer and Ford prior to installation for use with the Microsoft Teams Room. 7) Four (4) AV-over-IP encoders shall be provided and installed to transport video content from the connected input sources for distribution on the AV network. 8) Twelve (12) AV-over-IP decoders shall be provided and installed to receive video content being distributed on the network. 9) Two (2) wall plates, each with an HDMI input and an integrated AV-over-IP shall be provided and installed in location to be determined by the Customer and Ford prior to installation to connect end user devices such as laptops to the video system. 10) One (1) OFE PC shall be installed in the equipment rack to provide Customer generated content for the video system. 11) Two (2) OFE Barco C1ickShare wireless collaboration systems shall be installed in the equipment rack to allow wireless connection of Customer provided laptops or other devices to the AV system. 12) Three (3) OFE CATV receivers shall be installed in the equipment rack. d. CONTROL SYSTEM 1) One (1) Two (2) (1) 24-port POE+ network switches shall be installed in the equipment rack to connect the AV components. 2) One (1) 10" touchpanel shall be provided, wall mounted in a location to be determined by the Customer and Ford prior to installation using the DSP as the control system processor, and programmed to provide the following room controls: a) Video wall — power on/off b) OFE flat panel display — power on/off (if controllable via LAN) c) System volume — up/down/mute d) Source selection — HDMI inputs, OFE PC, wireless presentation devices, Microsoft Teams Room system e) Microphones — mute/unmute 0 PTZ cameras — preset scenes, pan/tilt/zoom g) OFE CATV receivers — channel up/down, 0-9, enter, menu (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 274699 -EOC\Proposal-Final\sckm-RUTHE-CSTXGRA-274699-City of Southlake EOC.Revl.docx, 10/31/2023 3:00 PM) Page 4 of 18 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Emergency Operations Center Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 31, 2023 Page 5 of 18 f►�xIZ�l:�:7Dl_\K, I1-:Z�Z�]�I a. One (1) 75", 4K flat panel display with mount shall be provided and installed on the front wall of the room to show Customer provided content. 1) The Customer is responsible for providing electrical power to the flat panel location. b. One (1) sound bar with an integrated 180' camera, integrated microphone, speakers and mount shall be provided and installed below the flat panel display to provide audio reinforcement during BYOD web conferencing with end user provided laptops. C. One (1) HDMI wall plate with an integrated HDBaseT transmitter shall be provided and installed under the flat panel display to connect end user devices to the video system. One (1) HDBaseT receiver shall be installed in the EOC equipment rack to connect the wall plate to the video system infrastructure. d. One (1) USB extender kit, with one (1) USB shall be provided and installed under the flat panel display to connect end user laptops to the soundbar for BYOD web conferencing applications. e. One (1) AV-over-IP decoder shall be provided and installed behind the flat panel display to provide content from the EOC video system. f. One (1) 7" touchpanel shall be wall mounted in a location to be determined by The Customer and Ford prior to installation. The touchpanel shall be connected to the EOC control system and programmed to control the following functions: 1) Flat panel display - power on/off, input select EOC KITCHEN/BREAKROOM a. One (1) OFE flat panel display with a mount provided by Ford mount shall be wall mounted near the west wall of the room to show Customer provided content. 1) The Customer is responsible for providing electrical power to the flat panel location. b. One (1) OFE CATV receiver shall be installed behind the OFE flat panel display. 1) The Customer is responsible for the cabling infrastructure required for the CATV receiver. One (1) keypad controller shall be provided, wall mounted and programmed to control the following standard functions of the AV system components: 1) Flat panel display — power on/off, volume up/down (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 274699 -EOC\Proposal-Final\sckm-RUTHE-CSTXGRA-274699-City of Southlake EOC.Revl.docx, 10/31/2023 3:00 PM) Page 5 of 18 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Emergency Operations Center Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 31, 2023 Page 6 of 18 4. EOC EXECUTIVE CONFERENCE ROOM a. One (1) 75", 4K flat panel display with mount shall be provided and installed on the front wall of the room to show Customer provided content. 1) The Customer is responsible for providing electrical power to the flat panel location. b. One (1) sound bar with an integrated 180' camera, integrated microphone, speakers and mount shall be provided and installed below the flat panel display to provide audio reinforcement during BYOD web conferencing with end user provided laptops. C. One (1) HDBaseT extender and receiver shall be provided and installed to connect one (1) HDMI input in the OFE cable cubby to the flat panel display. d. One (1) USB over CAT6 transmitter and receiver shall be provided and installed to connect the USB connection in the OFE table cubby to the soundbar for BYOD web conferencing. e. One (1) AV-over-IP decoder shall be provided and installed behind the flat panel display to provide content from the EOC video system. f. One (1) 7" touchpanel shall be wall mounted in a location to be determined by The Customer and Ford prior to installation. The touchpanel shall be connected to the EOC control system and programmed to control the following functions: 1) Flat panel display - power on/off, input select The Customer is responsible for providing all necessary items to securely and reliably perform web-conferencing, including but not limited to providing/maintaining network infrastructure, network security, user accounts and credentials, antivirus software, web- conferencing provider subscriptions and software, and system configurations, unless stated otherwise in this Description of Work. Conferencing hardware relies on third party software such as Zoom, Teams, WebEx, and Google Meet. Ford is not responsible when problems arise with third party software and services, such as software -related issues, service outages, and end of life support, or when the software supplier makes updates which modifies the user experience. 6. 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 (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 274699 -EOC\Proposal-Final\sckm-RUTHE-CSTXGRA-274699-City of Southlake EOC.Revl.docx, 10/31/2023 3:00 PM) Page 6 of 18 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Emergency Operations Center Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 31, 2023 Page 7 of 18 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. Ford reserves the right to modify payment terms of this Agreement if equipment is ordered and received by Ford for this project and the project is delayed, postponed, or canceled, for any reason. Ford will invoice the Customer for the equipment that has been received, or any custom ordered items, based on pricing established in this Agreement. d. The Customer shall provide a facility that is prepared for the installation of electronic equipment. This includes a clean, dust -free, and air-conditioned environment that is secure and quiet. The Customer is responsible for providing a secure job site and for the cost of loss or damage to audio, video, and lighting equipment delivered by Ford to the job site. e. Existing or Customer provided conduit and raceway must be in good condition for use and be sized appropriately for the requirements of the project. f. Electrical Power In the event that electrical power is required to be installed or conduit systems are required to support the audio/video systems, it is the responsibility of the Customer, at their expense, to provide complete and adequate electrical power and conduit, unless otherwise noted. g. Providing and preparing adequate space for the location of all equipment included in the system. In the event AV equipment is installed in a finished ceiling or wall, the Customer is responsible for the refinishing. h. Providing a clear area with adequate ventilation and air conditioning that maintains a room temperature not exceeding 75 degrees Fahrenheit in all rooms that are occupied by sound/audio/video/lighting equipment racks. Sound, audio, video, and lighting equipment produces heat which must be dissipated by ventilation or air conditioning. Prolonged operation at room temperatures above 75 degrees Fahrenheit will shorten the life of electronic equipment leading to premature failure of components. i. The Customer is responsible for the installation and registration of all software on OFE computers. Ford will provide the Customer with the system requirements for Ford provided software, but the Customer is responsible for installing it on the OFE PC's and/or OFE network. All software -related customer support shall be directly provided by the software manufacturer. Scaffolding or lifts provided by the Customer for use by Ford must meet OSHA safety standards and be satisfactory to meet the needs of the Ford installation personnel. In the event the Customer furnished scaffolding or lifts are unacceptable, Ford will present a change request detailing the additional cost and time extension required to complete the project. (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 274699 -EOC\Proposal-Final\sckm-RUTHE-CSTXGRA-274699-City of Southlake EOC.Revl.docx, 10/31/2023 3:00 PM) Page 7 of 18 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Emergency Operations Center Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 31, 2023 Page 8 of 18 k. Ford is not licensed for and does not perform any electrical, structural, or mechanical engineering; in addition, Ford does not provide carpentry, painting, masonry, ceiling, or carpet laying work. 1. The Customer shall advise Ford in writing prior to signing a contract agreement regarding the existence of asbestos in any area that Ford may be required to work. The Ford safety policy does not allow any employee to perform work if any asbestos hazard exists. If asbestos is detected, Ford employees will be removed from the location until the location can be made safe in compliance with OSHA standard (1926.1101). Any incurred expenses related to the stoppage of work will be the responsibility of the Customer. 7. FORD SHALL BE RESPONSIBLE FOR: a. Providing line drawings for systems and equipment manuals electronically at no cost b. Fabrication and installation of audio/video systems C. Providing recommendations for electrical power and conduits, to be provided and installed by the electrical contractor, for the audio, video, and control systems d. Installation of low voltage audio and video wiring for systems e. Electronic testing of audio systems f. Tuning of audio processors g. Testing and alignment of video systems h. Training i. Warranty service Providing as -built drawings with wire numbers and labels C. INSTALLATION SCHEDULE Ford will provide system drawings, purchase and fabricate equipment, program control software, and do in -shop testing. The in -shop work will take approximately ten (10) to twelve (12) weeks prior to the beginning of the actual installation at the Customer's facility. Ford estimates the actual on -site installation, test out, and commissioning of this project will take three (3) weeks. The total time required to complete the project is approximately fifteen (15) weeks from agreement execution. The completion of Ford's work depends upon the facility being secure, dust -free, air-conditioned, and quiet. Due to the ongoing 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 j ob site for Ford to perform its work. Additionally, a failure (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 274699 -EOC\Proposal-Final\sckm-RUTHE-CSTXGRA-274699-City of Southlake EOC.Revl.docx, 10/31/2023 3:00 PM) Page 8 of 18 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Emergency Operations Center Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 31, 2023 Page 9 of 18 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 BREAKOUT ROOM (TIPS CONTRACT, #200904) QUANTITY DESCRIPTION PRICE EXTENSION 1.00 CHIE.XTMIU MOUN,TILT FOR 55-85" DISPLAY 309.00 309.00 1.00 LG.75UR340C9UD 75" COM LITE UHD BACKLIT LCD 1,863.00 1,863.00 1.00 LOGI.960-001308 RALLY BAR GRAPHITE PERP 3,599.00 3,599.00 1.00 QSC.TSC-70-G3 DISP.TOU,CONTROL,7,POE 1,429.00 1,429.00 1.00 AVPR.ACMXNETIGD DECODER,HDMI,USB,IR,RS232,FIBE 665.00 665.00 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 AVPR.ACCXWPHDMO ACCE,HDBASET BASIC EXTENDER KI 474.00 474.00 1.00 CRES.USBEXT2 I GB USB REMOTE WALL,BLACK 396.00 396.00 1.00 CRES.USBEXT2LOL USB OVER CAT EXTNDR,LOCAL 330.00 330.00 1.00 CHIE.CMAI 10 ACCE,PLATE,CEILING 63.00 63.00 1.00 CHIE.CMS0305 MOUN,ADJ. PIPE 36" TO 60" 155.00 155.00 1.00 LOGI.939001817 MOUN,WALL MOUNT FOR TAP UNIT 200.00 200.00 BREAKROOM (TIPS CONTRACT, #200904) QUANTITY DESCRIPTION Sub Total 9,780.00 PRICE EXTENSION 1.00 CHIE.LCMIU SINGLE CEILING MOUNT, LARGE, B 312.00 312.00 1.00 BIAM.ECH08USW 8-BUTTON CONTROL KEYPAD, WHITE 315.00 315.00 1.00 CABLES & CONNECTORS 33.00 33.00 1.00 MOUNTING HARDWARE 33.00 33.00 1.00 WIRE MANAGEMENT 33.00 33.00 1.00 OFE CABLE/SAT BOX .00 .00 1.00 OFE DISPLAY .00 .00 Sub Total 726.00 EOC (TIPS CONTRACT, #200904) QUANTITY DESCRIPTION PRICE EXTENSION 1.00 LEVI.69270-U48 PANE, 48P,PRELOAD, QUICKPRT,2U 496.00 496.00 1.00 LOWE.FT1-7T FAN TOP 570.00 570.00 1.00 LOWE.LFR-3527 RACK,35U,27",1PR FIXD RAIL,RD 990.00 990.00 (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 274699 -EOC\Proposal-Final\sckm-RUTHE-CSTXGRA-274699-City of Southlake EOC.Revl.docx, 10/31/2023 3:00 PM) Page 9 of 18 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Emergency Operations Center Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 31, 2023 Page 10 of 18 1.00 SURG.UPS30000L 3000 VA ONLINE UPS 40UTLET 3,199.00 3,199.00 1.00 SURG.UPSBPX3000 EXTENDE FOR UPS30000L 1,279.00 1,279.00 1.00 EXTR.60-552-30 AMP,ASA 204,RCA INPUT 218.00 218.00 1.00 QSC.CORE8FLEX 8 FLEX IN/OUTS,AEC,DANTE+VOIP 2,198.00 2,198.00 1.00 QSC.CORENANO DSP, NO ANALOG, 64 NET + USB 1,643.00 1,643.00 1.00 QSC.SPA4-60 AMP,1/2 RU 250 WATT 754.00 754.00 2.00 SENN.509178 MIC,TCC2,BEAM FORMING & MOUNT 4,219.00 8,438.00 1.00 LOGI.950-000081 ROOMATE COMPUTING APPLIANCE 899.00 899.00 2.00 QSC.PTZ-20X60 CAME,PTZ,20X ZOOM,60 DEGREE NE 3,540.00 7,080.00 1.00 GLOB.IP2IR-P ADAP,IP TO IR CONTROL ADAPTER 188.00 188.00 1.00 LOGI.939001950 CONRVID,TAP 2.0,W/ CATS EXT 899.00 899.00 1.00 QSC.SLQSE8NP SOFT,8FLEX/NANO SCRIPT ENG. LI 176.00 176.00 1.00 QSC.SLQUD8NP SOFT,8FLEX/NANO UCI DEPLOY. LI 87.00 87.00 1.00 QSC.TSC-101-G3 DISP.TOU,CONTROL,10.1" POE 2,378.00 2,378.00 1.00 ABSE.CUSTOMI QUOTE # FA 412023933 US 55,369.00 55,369.00 12.00 AVPR.ACMXNETIGD DECODER,HDMI,USB,IR,RS232,FIBE 665.00 7,980.00 4.00 AVPR.ACMXNETIGE ENCODER,HDMI,USB,IR,RS232,FIBE 665.00 2,660.00 3.00 AVPR.ACMXNET I GW PANE, IG ENCODER WALLPLATE 692.00 2,076.00 1.00 AVPR.ACMXNETCBO CONTROL PROCESSOR,MXNET SYSTEM 439.00 439.00 1.00 AVPR.ACMXNWS24 4-PORT,NWS, I G,FULL POE,RJ45 2,665.00 2,665.00 4,000.00 BELD.2412 WIRE,CAT6,23AWG,4PR .24 960.00 2.00 COMP.WPD-HDI-AW HDMI PASS THRU,IGNG,PIGTAIL,WH 26.00 52.00 58.00 CABLES & CONNECTORS 33.00 1,914.00 37.00 MOUNTING HARDWARE 33.00 1,221.00 35.00 RACK HARDWARE 19.00 665.00 8.00 SMALL SPEAKER SUPPORT 13.00 104.00 28.00 WIRE MANAGEMENT 33.00 924.00 1.00 NETG.GSM4230UP 24P POE++ 1440W 1GIG 3,034.00 3,034.00 3.00 OFE CABLE/SAT BOX .00 .00 1.00 OFE USER PC .00 .00 2.00 OFE FLAT PANEL DISPLAY .00 .00 2.00 OFE DISPLAY MOUNT .00 .00 1.00 OFE LAN .00 .00 1.00 OFE APPLE IPAD .00 .00 2.00 OFE BARCO CLICKSHARE .00 .00 8.00 ATLA.SHS-6T2 SPEA,32W,70.7/100V,HIDDEN 230.00 1,840.00 1.00 RGBS.CUSTOMI RGB SPECTRUM QUOTE HM2205 35,864.00 35,864.00 Sub Total 149,259.00 EXEC CONFERENCE ROOM (TIPS CONTRACT, #200904) QUANTITY DESCRIPTION PRICE EXTENSION 1.00 CHIE.XTMIU MOUN,TILT FOR 55-85" DISPLAY 309.00 309.00 1.00 LG.75UR340C9UD 75" COM LITE UHD BACKLIT LCD 1,863.00 1,863.00 1.00 LOGI.960-001308 RALLY BAR GRAPHITE PERP 3,599.00 3,599.00 1.00 CRES.USBEXT2KIT USB OVER CAT EXTENDER, KIT 660.00 660.00 1.00 QSC.TSC-70-G3 DISP.TOU,CONTROL,7",POE 1,429.00 1,429.00 1.00 AVPR.ACEX70444K HDBASET 4K HDMI RS232 LAN IR 759.00 759.00 1.00 AVPR.ACMXNETIGD DECODER,HDMI,USB,IR,RS232,FIBE 665.00 665.00 4.00 CABLES & CONNECTORS 33.00 132.00 (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 274699 -EOC\Proposal-Final\sckm-RUTHE-CSTXGRA-274699-City of Southlake EOC.Revl.docx, 10/31/2023 3:00 PM) Page 10 of 18 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Emergency Operations Center Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 31, 2023 Page 11 of 18 3.00 MOUNTING HARDWARE 2.00 WIRE MANAGEMENT SYSTEM INTEGRATION (TIPS CONTRACT, #200904) Quantity Description DESIGN, ENGINEERING, FABRICATION, PROJECT MANAGEMENT, INSTALLATION, COMMISSIONING, TRAINING AND WARRANTY E. COST SUMMARY AND TERMS 33.00 99.00 33.00 66.00 Sub Total 9,581.00 Price Extension 65,210.08 65,210.08 Sub Total 65,210.08 Merchandise: 169,346.00 Integration: 65,210.08 Other: .00 Freight: .00 Sales Tax: .00 Total Amount: 234,556.08 PROPOSED TOTAL: $234,556.08 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. EXTENDED WARRANTY: In addition to Ford's Standard Warranty, Ford offers a two and three-year extended warranty on the equipment and installation, provided by Ford. The same warranty guarantees and limitations described in Section F of the proposal apply. With the purchase of the extended warranty, Ford will perform one (1) pre -scheduled preventative maintenance service call during the second year of the Extended Warranty and another in the third year of the Extended Warranty, if selected. The purpose of conducting this routine preventative maintenance (PM) visit is to check the general operation of the equipment and repair the systems if needed. This PM service call shall be scheduled in advance with the (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 274699 -EOC\Proposal-Final\sckm-RUTHE-CSTXGRA-274699-City of Southlake EOC.Revl.docx, 10/31/2023 3:00 PM) Page 11 of 18 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Emergency Operations Center Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 31, 2023 Page 12 of 18 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. Year 2 Extended Warranty $5,708.00 Year 3 Extended Warranty $7,169.00 By accepting the Year 2 Extended Warranty the Customer has the option to accept the Year 3 Extended Warranty. Additional service needs can be scheduled by emailing service@forday.com, or by calling 1-800-654-6744. 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. 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 (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 274699 -EOC\Proposal-Final\sckm-RUTHE-CSTXGRA-274699-City of Southlake EOC.Revl.docx, 10/31/2023 3:00 PM) Page 12 of 18 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Emergency Operations Center Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 31, 2023 Page 13 of 18 time during the relationship between the parties or for a period of one (1) year following the termination of any relationship between the parties. In the event of a breach of this section, the breaching party agrees to pay the other party an amount equal to the hired employee's annual wages as an agreed upon cost to replace the employee. F. GUARANTEES AND LIMITATIONS OF WARRANTIES FORD GUARANTEES THE FOLLOWING: a. Equipment will be new, unless noted otherwise. 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 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. hi 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 (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 274699 -EOC\Proposal-Final\sckm-RUTHE-CSTXGRA-274699-City of Southlake EOC.Revl.docx, 10/31/2023 3:00 PM) Page 13 of 18 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Emergency Operations Center Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 31, 2023 Page 14 of 18 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. 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 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. (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 274699 -EOC\Proposal-Final\sckm-RUTHE-CSTXGRA-274699-City of Southlake EOC.Revl.docx, 10/31/2023 3:00 PM) Page 14 of 18 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Emergency Operations Center Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 31, 2023 Page 15 of 18 b. During the training, if requested, Ford personnel will attend the initial first use of the system and assist the Customer's operators and users in the operation of the Ford -installed system. C. Ford shall provide a training agenda for scheduled training. d. Ford shall provide a quick start guide (QSG) for each room type. The QSG is a generic, brief description, of how to operate the system. One (1) copy of a laminated document, for each room type, shall be provided to the Customer. 2. ADVANCED TRAINING - OPTIONAL: Ford is committed to providing the highest quality and most modern training experience possible to its Customers. In addition to the training included with this project, for an additional fee, Ford offers multiple, customizable options to fit the needs of any Customer. The possible programs include: a. Ford shall supply a training video consisting of a visual tutorial or tutorials, if multiple room type videos are purchased, that will explain how to operate specific AV systems. This training tutorial, narrated by a Ford trainer, is a self -paced, always -available, online video, viewable on any mobile device which give the learner a step-by-step process on how to use the technology. b. In consultation with the Customer, Ford will develop and execute a custom curriculum and curriculum schedule. C. Ford will provide in -person presentation(s), as needed, including presentation materials such as PowerPoint or Prezi presentation. d. Ford will develop a custom Orientation & Operations Handbook, which shall include detailed, user-friendly information on solutions, functionality, troubleshooting, curriculum, and other useful reference materials. e. The Ford Training Center also highly recommends follow-up training sessions six months to a year following the initial session(s) to ensure that all concepts are anchored and being employed by each user as well as providing opportunities for new employees to receive the same level and style of training existing employees received. The Ford Training Center 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. (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 274699 -EOC\Proposal-Final\sckm-RUTHE-CSTXGRA-274699-City of Southlake EOC.Revl.docx, 10/31/2023 3:00 PM) Page 15 of 18 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Emergency Operations Center Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 31, 2023 Page 16 of 18 i. Please contact Ford to receive a customized price quote on the Advanced Training Program option. H. BUILDING CONSTRUCTION AND SYSTEM INSTALLATION a. This proposal is based upon a visual inspection of the site conditions. It is agreed that some buildings may have inherent design and/or construction that is not visibly recognizable and is outside of normal standard and customary building procedures. If the walls, floors or ceiling are found to be constructed in a manner that wire cannot be pulled or equipment cannot be mounted or otherwise installed without labor or materials in excess of those anticipated by both parties and proposed herein, the Customer agrees to be responsible for any adjustments in the labor and materials required to perform the installation. 2. EXISTING CONDITIONS: a. Acoustics and Noise In facilities where Ford is providing a sound or audio system, the Customer is responsible for providing an environment free of ambient noise and excessive reverberation and echoes. 1) Typically, ambient noise is created by HVAC systems (Heating, Ventilation, and Air Conditioning), plumbing, or other mechanical systems in the building. In general, Ford recommends that the ambient noise sound pressure level not exceed NC35 (Noise Criteria) or 35 dB A scale. 2) Long reverberation times and echoes are normally the result of hard wall, floor, and ceiling surfaces found in some rooms. Typically, Ford recommends that the reverb time does not exceed 1.5 seconds where the primary use is the communication of speech. The production of other types of music may require longer reverberation times. In the event that echoes exist, absorptive or diffusive wall and ceiling panels may be required to eliminate or minimize the detrimental effects of the echoes. 3) Ford is not responsible for any costs related to reducing the ambient noise or modifying the acoustics of the Customer's facilities. (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 274699 -EOC\Proposal-Final\sckm-RUTHE-CSTXGRA-274699-City of Southlake EOC.Revl.docx, 10/31/2023 3:00 PM) Page 16 of 18 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Emergency Operations Center Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 31, 2023 Page 17 of 18 I. ACCEPTANCE The Customer's personnel will be notified by Ford upon completion of the installation. 2. Demonstration of system performance will be during the training session. Participants at the performance demonstration shall include personnel representing Ford and personnel representing City of Southlake who are authorized to accept the system as complete and make final payment. This proposal shall not be deemed as accepted by Ford until the executed contract is returned to Ford's Credit Center for final review and acceptance. If a purchase order is required by the Customer, it must be transmitted with the signed install agreement for review and acceptance. This proposal contains confidential pricing, design, engineering, and installation information that is proprietary to Ford. It is provided for your private use, and is not to be disclosed, in part or in whole, without the express, written authorization of Ford. We appreciate the opportunity to work with you on this project. If you have any questions or need additional information, please contact me at 972-241-9966. Sincerely, FORD AUDIO -VIDEO SYSTEMS, LLC Ehren Rutherford Senior Account Manager Voice: 972-241-9966 E-mail: ruthe@forday.com Website: www.forday.com (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 274699 -EOC\Proposal-Final\sckm-RUTHE-CSTXGRA-274699-City of Southlake EOC.Revl.docx, 10/31/2023 3:00 PM) Page 17 of 18 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Emergency Operations Center Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 31, 2023 Page 18 of 18 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 $234,556.08, for the purchase and installation of equipment and services described in the attached proposal. Year 2 Extended Warranty: Year 3 Extended Warranty: (Year 2 must be accepted to accept Year 3) $5,708.00 $7,169.00 Customer Accepts Customer Accepts City of Southlake and Ford Audio -Video Systems, LLC, by and through their respective signatories to the Agreement, each represent to the other that they are authorized to enter into this Agreement. We do both agree to abide by the terms and conditions of this Agreement. FORD AUDIO -VIDEO SYSTEMS, LLC Ehren Rutherford Senior Account Manager Mathew Scott Hall Vice President Date CITY OF SOUTHLAKE Authorized Signature Printed Name and Title Date (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 274699 -EOC\Proposal-Final\sckm-RUTHE-CSTXGRA-274699-City of Southlake EOC.Revl.docx, 10/31/2023 3:00 PM) Page 18 of 18 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.