Item 9A - MemoCITY OF
SOUTHLAKE
MEMORANDUM
April 1, 2025
To: Alison Ortowski, City Manager
From: Blair Halbert, Director of Information Technology
Item 9A
Subject: Item 9A: Approve the purchase of capital equipment from Ford
Audio -Video Systems LLC, in an amount not to exceed $163,926
Action
Requested: Consider approval of funding for the purchase of capital equipment
from Ford Audio -Video Systems LLC, in an amount not to exceed
$163,926
Background
Information: This is part of an approved project for the purchase of items
designated in the Marq replacement plan. Items in the project
were to include camera upgrades, two servers and a full audio
replacement. The project was approved for $890,684 in fiscal
year 2024, the final phase of the project was not completed until
November 13, 2024, in fiscal year 2025
The funding was approved in fiscal year 2024 in the Community
Enhancement Development Corporation Replacement Fund.
Since the final phase of the project was not completed until fiscal
year 2025, we are requesting funding in fiscal year 2025 to pay
the vendor the remaining amount for the final phase of the project
of $163,926.
Community Enhancement Development Corporation approved
this motion on March 25, 2005
Financial
Considerations: This action will increase the Community Enhancement
Development Corporation Replacement Fund budget by $163,926.
Strategic Link: This agenda item is linked to the Southlake Strategy Map through
the following objective:
• B2 Collaborating with select partners to implement service
solutions.
Citizen Input/
Board Review: CEDC approval March 25, 2025
Legal Review: N/A City Attorney Review Not Required
Alternatives: The alternative is to reduce funding for projects in 2025 by the
amount requested, $163,926.
Honorable Mayor and City Council
Page 2 of 2
Supporting
Documents: Ford Audio -Visual LLC, invoice.
Staff
Recommendation: Staff recommends approval of funding for the purchase of capital
equipment from Ford Audio -Video Systems LLC, in an amount not
to exceed $163,926.
2 7=12;1
F• � f01 1
4800 West Interstate 40, Oklahoma City, OK 73128 (405) 946-9966 Fax: (405) 946-9991 www.forday.com
INVOICE
SOLD TO: City of Southlake
1400 Main Street, Suite 420
Southlake, TX 76092
ATTN: Hannah Runnels
Project Name: Marq AV Refresh
January 16, 2025
SHIP TO: City of Southlake
285 Shady Oaks Dr
Southlake, TX 76092
ATTN: Hannah Runnels
Invoice Number
240319203
Previously
Ordered.
50.00%
Customer Number
CSTXGRA
QuantityQuantity
Billed
0.00% 50.00%
Sis Dept
315
Mfr Item
Ford AV 1
Customer PO Number Terms
22400587 Net 30
Description100.00%
Materials - MDF & BGM
Invoice Date
01/16/25
$ 22,189.00
Due Date
02/15/25
$ 11,094.50
100.00%
50.00%
0.00%
50.00%
Ford AV
2
Materials - Aerobics
$ 7,359.00
$ 3,679.50
100.00%
50.00%
0.00%
50.00%
Ford AV
3
Materials - Spinning
$ 7,359.00
$ 3,679.50
100.00%
50.00%
0.00%
50.00%
Ford AV
4
Materials - Gym
$ 9,549.00
$ 4,774.50
100.00%
50.00%
0.00%
50.00%
Ford AV
5
Materials - Turf
$ 8,289.00
$ 4,144.50
100.00%
50.00%
0.00%
50.00%
Ford AV
6
Materials - Small Fitness
$ 7,631.00
$ 3,815.50
100.00%
50.00%
0.00%
50.00%
Ford AV
7
Materials - Aquatic
$ 7,640.00
$ 3,820.00
100.00%
50.00%
0.00%
50.00%
Ford AV
8
Materials - Conf. Room 160
$ 6,905.00
$ 3,452.50
100.00%
50.00%
0.00%
50.00%
Ford AV
9
Materials - Classrooms
$ 8,987.00
$ 4,493.50
100.00%
50.00%
0.00%
50.00%
Ford AV
10
Materials - Legends Hall
$ 50,803.00
$ 25,401.50
100.00%
50.00%
0.00%
50.00%
Ford AV
11
Freight
$ 250.00
$ 125.00
100.00%
50.00%
0.00%
50.00%
Ford AV
12
Labor - Integration Services
$ 189,750.00
$ 94,875.00
100.00%
50.00%
0.00%
50.00%
Ford AV
13
CC01 - Adding 3 Shure Beltpacks
$ 1,140.00
$ 570.00
•
INVOICE•
TAXABLE AMOUNT:$
SALES TAX: 0.000%
•
INVOICE-
LESS 'A
•
TOTAL-
$ 163,925.50
-
$
$ 163,925.50
$
$ 163,925.50
THANK YOU FOR YOUR PATRONAGE.
PLEASE REMIT PAYMENT TO:
FORD AUDIO -VIDEO SYSTEMS, LLC. 4800 WEST 1-40 SERVICE ROAD, OKLAHOMA CITY, OK 73128-1208
ALL TAXES DUE, IF ANY, ARE THE RESPONSIBILITY OF THE CUSTOMER, NO MERCHANDISE TO BE RETURNED WITHOUT WRITTEN AUTHORIZATION.
RESTOCKING FEE IS 20% PLUS SHIPPING CHARGES. 1-314% SERVICE CHARGE PER MONTH WILL BE CHARGED ON PAST DUE ACCOUNTS.