Item 4D - MemoItem 4D
CITY OF
SOUTHLAKE
MEMORANDUM
February 3, 2026
To: Alison Ortowski, City Manager
From: Lauren LaNeave, Interim Director of Public Works
Subject: Approve the purchase of CCTV equipment and services from
Ford Audio -Video Systems, LLC for Dove, Florence and Miron
water towers as part of the AWIA Security project in an amount
not to exceed $270,000.
Action
Requested: Approve the purchase of CCTV equipment and services from
Ford Audio -Video Systems, LLC for Dove, Florence and Miron
elevated storage tanks (EST) as part of the AWIA Security
project in an amount not to exceed $270,000.
Background
Information: City staff have identified the need to enhance security and
operational monitoring at key Public Works facilities, including
water towers located at 2300 North White Chapel (Dove EST),
635 Brewer Road (Florence EST), and 320 Miron Drive (Miron
EST). These facilities are critical infrastructure assets that
require reliable video surveillance to support safety, security,
and operational oversight.
In FY 2021, the City retained Freese and Nichols, Inc. (FNI)
to conduct a Risk and Resiliency Assessment (RRA) for the
City's water and wastewater infrastructure in compliance with
the America's Water Infrastructure Act of 2018 (AWIA). The
assessment evaluated vulnerabilities associated with both
manmade and natural hazards affecting critical water and
wastewater infrastructure. Among the assets identified as
requiring enhanced protection were Dove, Florence and Miron
elevated storage tanks. Due to their critical role in maintaining
system pressure, storage, and emergency response
capability, the continued security and operational monitoring
of these water towers is essential to ensuring reliable water
service for the community.
Ford Audio -Video Systems, LLC is an industry -recognized
provider of integrated video surveillance solutions and
currently serves the City through the TIPS Cooperative
Page 1 of 2
Item 4D
Contract #230901. Based on staff coordination and site
evaluations, Ford has proposed a comprehensive
surveillance solution that includes:
• High -resolution fixed and multi -head cameras to
provide full perimeter coverage
• Network video recorders with sufficient storage
capacity to retain video footage
• Network switches, UPS systems, and protective
enclosures
• Wireless transmission equipment where necessary to
connect remote camera locations
• Installation, testing, commissioning, training, and
warranty support
The proposed system is designed to improve visibility,
enhance security, and support Public Works operations while
ensuring compatibility with existing City systems.
Financial
Considerations: Funding for this project was budgeted as a part of the FY 2026
Capital Improvements Program.
Strategic Link: F2 — Investing to provided & maintain high quality public
assets.
131 — Achieving strong outcomes through continual evaluation
and pursuit of better practices that improve core business
operations.
Legal Review: Not applicable.
Alternatives: The City Council may approve or deny the request.
Supporting
Documents: Attachment A: Ford Audio -Video Systems, LLC proposal
Staff
Recommendation: Approval of the proposal from Ford Audio -Video Systems,
LLC as presented.
Staff
Contact: Jack Thompson, Deputy Director Public Works Operations
Page 2 of 2
force
REVISED January 2, 2026
Mr. Blair Halbert
Mr. James Belknap
City of Southlake
1400 Main Street, Suite 420
Southlake, TX 76092
RE: Public Works Video Surveillance
Dear Mr. Halbert & Mr. Belknap:
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, #230901. 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
Mathew Scott Hall
Senior Vice President
4901 Statesman Drive, Irving, TX 75063 972-241-9966 www.forday.com
City of Southlake Ford Audio -Video Systems, LLC
Public Works Video Surveillance Submitted By: Ehren Rutherford, Senior Account Manager
REVISED January 2, 2026 Page 2 of 15
Proposal
For
City of Southlake, Southlake, TX
A. INTRODUCTION
This proposal provides a description of the technology incorporated into the systems, lists the major
equipment and components, and states the terms, conditions, and responsibilities. Individual components
and quantities may be changed, deleted, added, or designated as optional to be added to the system at a
future date.
B. DESCRIPTION OF WORK
Ford shall provide and install the following systems for the City of Southlake, Texas (Customer) in their
remodel project:
2300 NORTH WHITE CHAPEL
a. NETWORK EQUIPMENT
1) One (1) 10-space equipment rack with fans and power distribution shall be
provided and installed to house the network equipment.
2) One (1) 16 TB HD NVR shall be provided and installed in the existing owner
furnished (OFE) equipment rack located at DPS North to run video management
software and store approximately thirty (30) days or more of recorded video.
3) One (1) 10-port POE+ network switch shall be provided and installed in the
equipment rack to connect the cameras to the NVR.
4) One (1) UPS shall be provided and installed in the equipment rack to provide
temporary backup power for connected devices in case of a power outage.
5) The Customer is responsible for providing a network connection from the tower
location to the NVR location at DPS North.
1) One (1) 8 MP camera shall be provided and installed to capture the entry gate.
2) Four (4) 24 MP multi -head cameras shall be provided and installed on the water
tower to capture the areas surrounding the tower.
3) One (1) wireless transmitter and receiver pair shall be provided and installed on
the pole supporting the box camera to relay the video signal to the NVR.
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 281110 - Public Works CCTV\Proposal-Final\sckm-RUTHE-CSTXGRA-
281110-Public Works Video Surveillance.Rev5.docx, 12/24/2025 12:07 PM) 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.
City of Southlake Ford Audio -Video Systems, LLC
Public Works Video Surveillance Submitted By: Ehren Rutherford, Senior Account Manager
REVISED January 2, 2026 Page 3 of 15
2. 635 BREWER ROAD
a. NETWORK EQUIPMENT
1) One (1) 10-space equipment rack with fans and power distribution shall be
provided and installed to house the network equipment.
2) One (1) 8-port POE+ network switch shall be provided and installed in the
equipment rack to connect the cameras to the NVR.
3) One (1) UPS shall be provided and installed in the equipment rack to provide
temporary backup power for connected devices in case of a power outage.
4) The Customer is responsible for providing a network connection from the tower
location to the NVR location at DPS North.
b. CAMERAS
1) One (1) 8 MP pro camera shall be provided and installed on an existing pole to
capture the entry gate.
2) One (1) 32 MP multi head camera shall be provided and installed on an existing
pole north of the water tower to capture the nearby areas.
3) One (1) wireless transmitter and receiver pair shall be provided and installed at the
camera pole location to relay the video signal to the NVR.
4) Three (3) 24 MP multi head cameras shall be provided and installed on the east,
west and south exterior wall of the water tower (one [ 1 ] per side) to capture the
nearby areas.
3. 320 MIRON DRIVE
a. NETWORK EQUIPMENT
1) One (1) 10-space equipment rack with fans and power distribution shall be
provided and installed to house the network equipment.
2) One (1) 8-port POE+ network switch shall be provided and installed in the
equipment rack to connect the cameras to the NVR.
3) One (1) UPS shall be provided and installed in the equipment rack to provide
temporary backup power for connected devices in case of a power outage.
4) The Customer is responsible for providing a network connection from the tower
location to the NVR location at DPS North.
b. CAMERAS
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 281110 - Public Works CCTV\Proposal-Final\sckm-RUTHE-CSTXGRA-
281110-Public Works Video Surveillance.Rev5.docx, 12/24/2025 12:07 PM) 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.
City of Southlake Ford Audio -Video Systems, LLC
Public Works Video Surveillance Submitted By: Ehren Rutherford, Senior Account Manager
REVISED January 2, 2026 Page 4 of 15
1) Three (3) 24 MP multi head cameras shall be provided and installed on the exterior
walls of the water tower to capture the nearby areas.
2) Two (2) 8 MP cameras shall be provided and installed on the exterior wall to
capture the area toward the fence line on the north side of the tower.
4. Each camera shall be equipped with the Avigilon Unity 8 Enterprise Edition camera license.
Electrical for all camera endpoints mounted on existing light poles or Ford provided poles is
included in this proposal
a) All work shall be completed by licensed, insured and/or certified trade contractors and
permitted and/or approved by the City of Southlake.
6. THE CUSTOMER SHALL BE RESPONSIBLE FOR:
a. The Customer shall have a representative (one [11 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. When the Customer's IT network is to be the interface for the operation of AV and control
systems, the network must be fully operational at the time of Ford's arrival at the job site
for installation. Failure to provide a fully operational network(s) could delay the installation
and require a change order for completion.
C. The Customer shall clear the rooms involved in the installation of all activities during the
period 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. Electrical Power
Electrical power which is required to be installed or conduit systems which are required to
support the audio/video systems, are the responsibility of the Customer, at their expense to
provide, unless otherwise noted.
f. All 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-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 281110 - Public Works CCTV\Proposal-Final\sckm-RUTHE-CSTXGRA-
281110-Public Works Video Surveillance.Rev5.docx, 12/24/2025 12:07 PM) Page 4 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.
City of Southlake Ford Audio -Video Systems, LLC
Public Works Video Surveillance Submitted By: Ehren Rutherford, Senior Account Manager
REVISED January 2, 2026 Page 5 of 15
g. Providing and preparing adequate space for the location of all equipment included in the
system is the responsibility of the Customer.
h. It is Customers responsibility for making level surfaces under consoles, equipment, and
racks.
i. When AV equipment is installed in a finished ceiling or wall, the Customer is responsible
for the refinishing.
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.
k. 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.
1. 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.
In. 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.
n. 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 video systems
C. Providing recommendations for electrical power and conduits, to be provided and installed
by the electrical contractor, for the video and control systems
d. Installation of low voltage and video wiring for systems
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 281110 - Public Works CCTV\Proposal-Final\sckm-RUTHE-CSTXGRA-
281110-Public Works Video Surveillance.Rev5.docx, 12/24/2025 12:07 PM) 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.
City of Southlake Ford Audio -Video Systems, LLC
Public Works Video Surveillance Submitted By: Ehren Rutherford, Senior Account Manager
REVISED January 2, 2026 Page 6 of 15
e. Testing and alignment of video systems
f. Training
g. Warranty service
h. 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 six (6) to eight (8) 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 four (4) weeks. 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 delays in the equipment supply chain, delays in the scheduled
installation of AV systems can occur. Ford will keep you informed if scheduling changes become
necessary.
2. For Ford to meet the above completion schedule, it is important the Customer warrants there are
no interruptions in the availability of the job site for Ford to perform its work. Additionally, a failure
of the Customer to respond timely to Ford's written requests for information or Customer -approval
of submittals will delay the project. Ford schedules its workforce 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
DOVE TOWER (TIPS CONTRACT #230901)
Quantity Description
7.00 WIRE MANAGEMENT
14.00 CABLES & CONNECTORS
9.00 MOUNTING HARDWARE
1.00 AVIG.8CH6ABO 1 IR 8MP 116A BULLET IR CAMERA
4.00 AVIG.24CH5A3MH 3X8MP MULTIHEAD CAMERA
5.00 AVIG.UNITY8-ENT UNITY 8 ENT CAMERA LICENSE
4.00 AVIG.H5AMHADPEN OUTDOOR PENDANT MOUNT ADPTR
4.00 AVIG.H5AMHDOCOV OUTDOOR DOME CVR FOR H5MH IR
4.00 AVIG.WLMT- 100 1 PENDANT WALL ARM ADAPTER
4.00 AVIG.H4AMHADIRI ACCE,OPTIONAL IR RING FOR PEND
1.00 AVIG.NVR6D16TBS NVR6 STD FORM D 16TB S22
5.00 DITE.DTKMRJPOEX POWE,SING CHAN POE PROTECTOR
1.00 MINU.PRO2000RT2 RACK TOWER WALL MNT OPT,UPS
5.00 MICRO SD CARD ALLOWANCE 1TB
1.00 NETG.GSM4212UX1 SWITCH,8XIG,POE++
Price Extension
33.00
231.00
33.00
462.00
33.00
297.00
1,538.00
1,538.00
2,088.00
8,352.00
237.00
1,185.00
157.00
628.00
157.00
628.00
96.00
384.00
307.00
1,228.00
14,648.00
14,648.00
90.00
450.00
741.00
741.00
167.00
835.00
1,685.00
1,685.00
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 281110 - Public Works CCTV\Proposal-Final\sckm-RUTHE-CSTXGRA-
281110-Public Works Video Surveillance.Rev5.docx, 12/24/2025 12:07 PM) 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.
City of Southlake Ford Audio -Video Systems, LLC
Public Works Video Surveillance Submitted By: Ehren Rutherford, Senior Account Manager
REVISED January 2, 2026 Page 7 of 15
1.00
32X24X16 NEMA ENCLOSURE
1,833.00
1,833.00
1.00
INSC.MMK001-L OUTDOOR POLE MOUNT KIT
48.00
48.00
1.00
INSC.LPS3400300 4 PORT 95W OUTDOOR MNG SWITCH
966.00
966.00
1.00
WEST.24PP6AS-L PATCH PANEL,24 PORT CAT6A SHIE
266.00
266.00
1,000.00
WEST.4246-OSP WIRE,CAT6,OUTDOOR,23AWG,4PR
.45
450.00
1.00
AVIG.H4BOJBOX1 SECU,JUNCT BX FOR H4ABOIR CAM
84.00
84.00
1.00
UBIQUITI TX & TX ALLOWANCE
600.00
600.00
FLORENCE TOWER (TIPS CONTRACT #230901)
Quantity Description
Sub Total 37,539.00
Price Extension
8.00
WIRE MANAGEMENT
33.00
264.00
10.00
CABLES & CONNECTORS
33.00
330.00
12.00
MOUNTING HARDWARE
33.00
396.00
1.00
AVIG.8C-H5PRO-B 8 MP H5 PRO BOX CAMERA
2,788.00
2,788.00
1.00
AVIG.LEF7020028 CANON 70-200MM F/2.8 ILL LENS
2,989.00
2,989.00
1.00
AVIG.32CH5A4MH 4X8 MULTIHEAD CAMERA
2,493.00
2,493.00
1.00
AVIG.H4MTPOLEI CAMERA POLE MOUNT ADAPTER
91.00
91.00
3.00
AVIG.24CH5A3MH 3X8MP MULTIHEAD CAMERA
2,088.00
6,264.00
5.00
AVIG.UNITY8-ENT UNITY 8 ENT CAMERA LICENSE
237.00
1,185.00
4.00
AVIG.H5AMHADPEN OUTDOOR PENDANT MOUNT ADPTR
157.00
628.00
4.00
AVIG.H5AMHDOCOV OUTDOOR DOME CVR FOR H5MH IR
157.00
628.00
4.00
AVIG.WLMT-1001 PENDANT WALL ARM ADAPTER
96.00
384.00
4.00
AVIG.H4AMHADIRI ACCE,OPTIONAL IR RING FOR PEND
307.00
1,228.00
1.00
AVIG.ESHDCWSLG SECU,LARGE FORMAT ENCLOSURE
456.00
456.00
1.00
AVIG.ES-HD-IPM ACCE,POWER MODULE
214.00
214.00
1.00
AVIG.ESHDIRIP6 ACCE,LPR CAMERA IR ILLUMINATOR
593.00
593.00
5.00
DITE.DTKMRJPOEX POWE,SING CHAN POE PROTECTOR
90.00
450.00
1.00
MINU.PRO2000RT2 RACK TOWER WALL MNT OPT,UPS
741.00
741.00
5.00
MICRO SD CARD ALLOWANCE 1TB
167.00
835.00
1.00
NETG.GSM4212UX1 SWITCH,8XIG,POE++
1,685.00
1,685.00
2.00
UBIQ.ETHSPG2 POWE,ETHERNET SURGE PROT GEN 2
13.00
26.00
1.00
32X24X16 NEMA ENCLOSURE
1,833.00
1,833.00
1.00
INSC.MMK001-L OUTDOOR POLE MOUNT KIT
48.00
48.00
1.00
INSC.LPS3400300 4 PORT 95W OUTDOOR MNG SWITCH
966.00
966.00
1.00
UBIQUITI TX & TX ALLOWANCE
600.00
600.00
Sub Total 28,115.00
MIRON TOWER -(TIPS CONTRACT #230901)
Quantity Description Price Extension
3.00
AVIG.24CH5A3MH 3X8MP MULTIHEAD CAMERA
2,088.00
6,264.00
5.00
AVIG.UNITY8-ENT UNITY 8 ENT CAMERA LICENSE
237.00
1,185.00
3.00
AVIG.H5AMHADPEN OUTDOOR PENDANT MOUNT ADPTR
157.00
471.00
3.00
AVIG.H5AMHDOCOV OUTDOOR DOME CVR FOR H5MH IR
157.00
471.00
3.00
AVIG.WLMT-1001 PENDANT WALL ARM ADAPTER
96.00
288.00
3.00
AVIG.H4AMHADIRI ACCE,OPTIONAL IR RING FOR PEND
307.00
921.00
1.00
AVIG.8CH6ABO 1 IR 8MP H6A BULLET IR CAMERA
1,538.00
1,538.00
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 281110 - Public Works CCTV\Proposal-Final\sckm-RUTHE-CSTXGRA-
281110-Public Works Video Surveillance.Rev5.docx, 12/24/2025 12:07 PM) 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.
City of Southlake Ford Audio -Video Systems, LLC
Public Works Video Surveillance Submitted By: Ehren Rutherford, Senior Account Manager
REVISED January 2, 2026 Page 8 of 15
1.00
AVIG.8CH6ABO2IR 8MP H6A B02 OUTDOOR BULLET IR
1,770.00
1,770.00
2.00
AVIG.H4BOJBOXI SECU,JUNCT BX FOR H4ABOIR CAM
84.00
168.00
5.00
MICRO SD CARD ALLOWANCE 1TB
167.00
835.00
8.00
WIRE MANAGEMENT
33.00
264.00
12.00
CABLES & CONNECTORS
33.00
396.00
10.00
MOUNTING HARDWARE
33.00
330.00
5.00
DITE.DTKMRJPOEX POWE,SING CHAN POE PROTECTOR
90.00
450.00
1.00
NETG.GSM4212UX1 SWITCH,8XIG,POE++
1,685.00
1,685.00
1.00
WEST.24PP6AS-L PATCH PANEL,24 PORT CAT6A SHIE
266.00
266.00
1,000.00
WEST.4246-OSP WIRE,CAT6,OUTDOOR,23AWG,4PR
.45
450.00
1.00
MINU.PRO2000RT2 RACK TOWER WALL MNT OPT,UPS
741.00
741.00
1.00
32X24X16 NEMA ENCLOSURE ALLOW
1,833.00
1,833.00
Sub Total 20,326.00
LABOR (TIPS CONTRACT #230901)
Quantity Description Price Extension
DESIGN, ENGINEERING, FABRICATION,
PROJECT MANAGEMENT, INSTALLATION,
COMMISSIONING, TRAINING AND WARRANTY
169,013.00
Sub Total
169,013.00
Merchandise:
85,980.00
Integration:
169,013.00
Other:
.00
Freight:
.00
Sales Tax:
.00
Total Amount: 254,993.00
E. COST SUMMARY AND TERMS
PROPOSED TOTAL: $254,993.00
TARIFFS: Ford is receiving regular notifications of material cost increases due to tariffs on products
manufactured in other countries and shipped to the United States. All known tariffs have
been accounted for in the pricing of this proposal.
If additional tariffs are imposed on any goods in this proposal after the delivery of this
proposal to the Customer, the Customer will be responsible for the increased cost of
affected goods. Conversely, if any tariffs are removed, the corresponding cost reduction
will be passed on to the Customer. Agreement cost increases or decreases will be amended
to the contract amount with a contact change order.
(\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 281110 - Public Works CCTV\Proposal-Final\sckm-RUTHE-CSTXGRA-
281110-Public Works Video Surveillance.Rev5.docx, 12/24/2025 12:07 PM) 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.
City of Southlake Ford Audio -Video Systems, LLC
Public Works Video Surveillance Submitted By: Ehren Rutherford, Senior Account Manager
REVISED January 2, 2026 Page 9 of 15
TAXES: No taxes have been included in the project 'Total Amount,' unless specifically shown 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 #230901.
Ford will provide monthly progress invoices.
All invoices are due Net 30.
Cooperative agreement fees are inclusive of the price listed above.
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
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.), system programming, or updating
firmware.
Year 2 only: Extended Warranty $6,329.00
Year 2 & 3: Extended Warranty $12,851.00
Additional service needs can be scheduled by emailing service@forday.com, or by calling
1-800-654-6744.
The Year 2 and Year 3 Extended Warranties for separately priced options have not been
included in the Extended Warranty totals above. Upon acceptance, the Extended Warranty
for the options can be added by informing your Ford Account Manager.
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
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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
Public Works Video Surveillance Submitted By: Ehren Rutherford, Senior Account Manager
REVISED January 2, 2026 Page 10 of 15
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.
It is agreed that the estimated duration of Ford's portion of this project is twelve (12) weeks
from the proposal acceptance date. In the event of a delay or extension of time, through no
fault of Ford, Ford shall be entitled to receive a change order for the additional cost of
overhead and other costs resulting from the delay. In addition, any outstanding Customer
unpaid invoices and unbilled costs incurred by Ford shall become due and payable
regardless of contract scheduled payments.
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
FORD GUARANTEES THE FOLLOWING:
a. Equipment will be new, unless noted otherwise.
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
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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
Public Works Video Surveillance Submitted By: Ehren Rutherford, Senior Account Manager
REVISED January 2, 2026 Page 11 of 15
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 or cover expendable materials used with the system
installation (e.g., light bulbs, lamps, light fixture lamps, fuses, batteries, portable
connection cables, etc.).
d. The warranty does not cover the updating of firmware in any device.
e. Ford is not responsible for the reliability of systems that communicate using wireless
technology. The performance of equipment utilizing wireless communications is inherently
unreliable and will experience "dropouts", distortion, and loss of connectivity from time to
time. Interference from other forms of radio frequency transmissions, such as radio and
television broadcasts, cell phones, and computer wireless networks, is probable, and should
be expected.
f. Ford is not responsible for the performance, testing, or configuration of owner -furnished
data networks that are used to transmit audio, video, and lighting program data and control
signal data. IP-based videoconferencing systems rely upon data networks that can provide
consistent bandwidth for the transmission. Videoconferencing that is transmitted over the
Internet is subject to the intermittent and unreliable nature of the public network. In the
event that the Customer's network is found to be the cause of defects in the quality of the
audio/video signals, is unreliable, or has insufficient bandwidth to support the A/V/L
system and Ford's network engineers are required to troubleshoot or configure the
Customer's network, the cost of this service will be invoiced to the Customer.
g. Systems installed by Ford use network protocols to transmit content and data for audio,
video, and control. Any modifications to the network, including, but not limited to,
firmware updates, readdressing endpoints, or changes in hardware, including replacing
audio, video, and control components, can cause the systems to fail. Failures, such as the
ones listed, are not warranty issues and therefore not covered under the Ford warranty
described herein.
h. 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.
i. Procedures such as routine preventative maintenance functions (e.g., keeping filters clean,
keeping system environment free from foreign materials, etc.) are the responsibility of the
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281110-Public Works Video Surveillance.Rev5.docx, 12/24/2025 12:07 PM) 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.
City of Southlake Ford Audio -Video Systems, LLC
Public Works Video Surveillance Submitted By: Ehren Rutherford, Senior Account Manager
REVISED January 2, 2026 Page 12 of 15
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.
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.
k. Ford may withhold warranty service in the event that the Customer has an unpaid balance
due to be paid to Ford.
1. 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.
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.
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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
Public Works Video Surveillance Submitted By: Ehren Rutherford, Senior Account Manager
REVISED January 2, 2026 Page 13 of 15
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 people 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.
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VISUAL INSPECTION:
a. This proposal is based upon a visual inspection of the site conditions. It is agreed that some
buildings may have inherent design and/or construction that is not visibly recognizable and
is outside of normal standard and customary building procedures. If the walls, floors or
ceiling are found to be constructed in a manner that wire cannot be pulled or equipment
cannot be mounted or otherwise installed without labor or materials in excess of those
anticipated by both parties and proposed herein, the Customer agrees to be responsible for
any adjustments in the labor and materials required to perform the installation.
2. EXISTING CONDITIONS:
a. Acoustics and Noise
In facilities where Ford is providing a sound or audio system, the Customer is responsible
for providing an environment free of ambient noise and excessive reverberation and
echoes.
1) Typically, ambient noise is created by HVAC systems (Heating, Ventilation, and
Air Conditioning), plumbing, or other mechanical systems in the building. In
general, Ford recommends that the ambient noise sound pressure level not exceed
NC35 (Noise Criteria) or 35 dB A scale.
2) Long reverberation times and echoes are normally the result of hard wall, floor,
and ceiling surfaces found in some rooms. Typically, Ford recommends that the
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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
Public Works Video Surveillance Submitted By: Ehren Rutherford, Senior Account Manager
REVISED January 2, 2026 Page 14 of 15
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.
Vibrations caused by HVAC units, pumps, environmental issues (loud adjacent spaces, traffic,
airplanes, etc.), or general construction materials and methods, can cause unwanted audio
intelligibility issues and image issues with cameras, video projectors, flat panel displays, and direct
view LED video wall walls. Issues such as these typically require specialized engineers and
contractors and are not the responsibility of Ford.
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 the 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
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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
Public Works Video Surveillance Submitted By: Ehren Rutherford, Senior Account Manager
REVISED January 2, 2026 Page 15 of 15
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 $254,993.00, for the purchase and installation of equipment and services described in the attached
proposal.
Add Year 2 only Extended Warranty: $6,329.00
1117
Add Year 2 & 3 Extended Warranty: $12,851.00
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.
The Customer acknowledges tariffs may be incurred after presentation of this Proposal and prior to delivery of the
products into the United States. If additional tariffs are charged to products in this Proposal prior to Ford receiving
the products for installation the Customer is responsible for the tariff cost.
Ford will perform all tasks defined in the Description of Work which is part of this Agreement. Any deviation from
this Description of Work will require a Change Order.
Both parties agree to abide by the terms and conditions of this Agreement.
FORD AUDIO -VIDEO SYSTEMS, LLC
Ehren Rutherford
Senior Account Manager
Mathew Scott Hall
Senior Vice President
CITY OF SOUTHLAKE
Authorized Signature
Printed Name and Title
Date Date
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authorized employees of the parties hereto and is not for general distribution within or outside their respective companies.