Item 4F - Memo CITY OF
SOUTH LAKE
MEMORANDUM
April 13, 2026
To: Alison Ortowski, City Manager
From: Sharen Jackson, Chief Financial Officer
Subject: Item 4F: Approve the purchase of equipment and services from
Ford A/V for audiovisual and security system installations at the
Municipal Service Center and Public Safety Training Tower in an
amount not to exceed $560,000.
Action
Requested: Approve the purchase of audiovisual and security equipment
and related installation services from Ford Audio-Video
Systems, LLC (Ford A/V) for the Municipal Service Center
(MSC) and Public Safety Training Tower (PSTT) project, in
an amount not to exceed $560,000.
Background
Information: The purpose of this item is to seek City Council approval for
audiovisual and security equipment and related installation
services at the Municipal Service Center and Public Safety
Training Tower.
The proposed project includes:
• Comprehensive CCTV/security system coverage for
the Administration Building, Service Bay Building, exterior
areas, and the Public Safety Training Tower. The system
includes network video recorders, multiple camera types
(panoramic, dome, bullet, and specialty cameras),
network switches, and associated infrastructure to ensure
full facility coverage and recording capabilities.
• Audiovisual systems to support training, presentations,
and operational needs within the MSC and Training
Tower. Systems include projection systems, displays,
audio systems, microphones, control systems, and
conferencing technology to support both in-person and
remote training functions.
The CCTV system will enhance safety, security, and
operational awareness across the facility, while the
audiovisual systems will support employee training,
emergency preparedness, and internal communications.
Ford A/V will provide design, engineering, equipment
procurement, installation, commissioning, training, and
warranty services for both systems.
Honorable Mayor and City Council
Page 2 of 2
The procurement of these goods and services complies with
State and City purchasing requirements.
Ford Audio-Video Systems, LLC is an approved vendor
through The Interlocal Purchasing Systems (TIPS)
Cooperative Contract, which satisfies competitive bidding
requirements under Texas Local Government Code.
Use of the TIPS cooperative purchasing contract:
• Provides a competitively procured contract that meets
statutory bidding requirements
• Allows the City to streamline procurement while
ensuring best value
• Includes pre-negotiated pricing, terms, and
conditions.
Financial
Considerations: Funding for this project is available in the Capital
Improvement Program for the Municipal Service Center and
the Public Safety Training Tower project. The total requested
authorization amount of $560,000 includes equipment,
installation, integration services, and contingency for
potential changes, coordination needs, or minor scope
adjustments.
Strategic Link: This item aligns with the City's Strategy Map focus areas of:
• Safety & Security
• Infrastructure
• Performance Management and Service Delivery
It supports objectives related to maintaining high-quality
public assets and ensuring operational readiness.
Citizen Input/
Board Review: N/A
Legal Review: The cooperative purchasing contracts and associated
agreements have been reviewed and are compliant with
applicable procurement requirements.
Alternatives: The City Council may approve or deny the proposed
purchase.
Honorable Mayor and City Council
Page 2 of 2
Supporting
Documents: Proposal from Ford Audio-Video Systems, LLC
Staff
Recommendation: Staff recommends approving the item as proposed.
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REVISED April 13,2026
Mr. Mamerto Estepa and Mr.Blair Halbert
City of Southlake
1400 Main Street, Suite 420
Southlake,TX 76092
RE: Municipal Service Center AV Systems
Dear Mr.Estepa and Mr.Halbert:
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
1. 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 FORD AUDIO-VIDEO SYSTEMS,LLC
Ehren Rutherford Mathew Scott Hall
Senior Account Manager Senior Vice President
Voice: 972-241-9966
Email: ruthe@forday.com
Website: www.forday.com
4901 Statesman Drive, Irving,TX 75063 972-241-9966 www.forday.com
City of Southlake Ford Audio-Video Systems,LLC
Municipal Service Center AV Systems Submitted By:Ehren Rutherford,Senior Account Manager
REVISED April 13,2026 Page 2 of 20
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 of Southlake,TX(Customer)
in their new construction Municipal Service Center project:
1. BREAKROOM
a. EQUIPMENT HOUSING
1) One (1) 2'x2' ceiling plenum box with column and power distribution shall be
provided and installed above the ceiling to house the AV equipment.
a) The Customer is responsible for providing electrical power to the plenum
box location.
2) One(1)universal projector mount shall be provided and installed on the ceiling to
support the video projector.
b. AUDIO SYSTEM
1) Ten(10)white,6.5"two-way ceiling speakers shall be provided and flush mounted
in the ceiling to provide audio reinforcement in the room.
2) One(1)200-watt,70-volt,mono audio amplifier shall be provided and installed in
the plenum box to power the ceiling speakers.
C. VIDEO SYSTEM
1) One(1) 65"x 116"(133" diagonal),motorized, 16:9 aspect ratio video projection
screen shall be provided and ceiling recessed near the front wall of the room to
display Customer generated content.
a) The Customer is responsible for providing electrical power to the screen
location.
(https:HfordavO.sharepoint.com/sites/Sales/Shared Documents/General/03 DAL/RUTHE/City of Southlake(CSTXGRA)/CSTXGRA-273460-AV Muni Service Center/Proposal-
Final/sckm-RUTHE-CSTXGRA-273460-Municipal Service Center AV Systems.Revl.docx, 4/13/2026 1:28 PM) Page 2 of 20 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
Municipal Service Center AV Systems Submitted By:Ehren Rutherford,Senior Account Manager
REVISED April 13,2026 Page 3 of 20
b) A low voltage relay shall be provided and connected to the projection
screen to allow the control system to raise or lower the screen as needed.
2) One (1) 6,000-lumen,WUXGA resolution video projector with laser light engine
shall be provided,ceiling-mounted configured to project a 16:9 aspect ratio image
and aligned with the projection screen.
a) The Customer is responsible for providing electrical power to the projector
location.
3) One (1) HDMI transmitter wall plate shall be provided and installed on the front
wall near the video projection screen to receive a video signal from the Customer's
owner furnished equipment(OFE) laptop and transmit it to the HDMI receiver in
the plenum box.
4) One(1)HDMI receiver shall be provided and installed in the plenum box to receive
the transmitted video signal and route it to the projector.
5) Two (2) OFE flat panel displays with display mounts shall be integrated and wall
mounted to show Customer provided content.
6) One(1)HDMI pass-through wall plate shall be provided and installed on the wall
below each OFE flat panel display(two[2]total)to connect directly to the existing
OFE displays.
d. CONTROL SYSTEM
1) One (1) keypad controller shall be provided, wall mounted and programmed to
control the following standard functions of the AV components:
a) Projector Power—on/off
b) Projection Screen—up/down
c) System Volume-up/down
2. DISPLAY-TYPE A(18 ROOMS)
a. VIDEO SYSTEM
1) The following scope of work is typical of eighteen(18)Display-Type A locations.
Each location shall receive the following:
a) One (1) OFE 55" flat panel display with an OFE display mount shall be
integrated into the system at a location to be determined to show Customer
provided content.
i. The Customer is responsible for providing electrical power to the
flat panel display locations.
(https:HfordavO.sharepoint.com/sites/Sales/Shared Documents/General/03 DAL/RUTHE/City of Southlake(CSTXGRA)/CSTXGRA-273460-AV Muni Service Center/Proposal-
Final/sckm-RUTHE-CSTXGRA-273460-Municipal Service Center AV Systems.Revl.docx, 4/13/2026 1:28 PM) Page 3 of 20 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
Municipal Service Center AV Systems Submitted By:Ehren Rutherford,Senior Account Manager
REVISED April 13,2026 Page 4 of 20
3. DISPLAY-TYPE B (2 ROOMS)
a. VIDEO SYSTEM
1) The following scope of work is typical of two(2)Display-Type B locations.Each
location shall receive the following:
a) One (1) OFE 55" flat panel display with an OFE display mount shall be
integrated into the system at a location to be determined to show Customer
provided content.
i. The Customer is responsible for providing electrical power to the
flat panel display locations.
4. FIRE TRAINING TOWER CLASSROOM
a. EQUIPMENT HOUSING
1) One (1) 2'x2' ceiling plenum box with 4-space rack mounting shall be provided
and installed above the ceiling to house the AV equipment.
a) The Customer is responsible for providing electrical power to the plenum
box location.
2) One(1)universal projector mount shall be provided and installed on the ceiling to
support the video projector.
b. AUDIO SYSTEM
1) Four(4)6.5"two-way ceiling speakers shall be provided and flush mounted in the
ceiling to provide audio reinforcement in the room.
2) One(1)2-channel,60-watt amplifier shall be provided and installed in the plenum
rack to power the ceiling speakers.
3) One(1) 8-channel digital signal processor(DSP)shall be provided and installed in
the plenum rack for audio signal routing,equalization,feedback suppression,echo
cancellation, and compression as needed.
4) One (1) ceiling microphone array shall be provided and flush mounted in the
ceiling for voice pickup during audio and web conferencing.
C. VIDEO SYSTEM
1) One (1) 49" x 87" (100" diagonal), motorized, 16:9 aspect ratio video projection
screen shall be provided and ceiling recessed near the front wall of the room to
display Customer generated content.
a) The Customer is responsible for providing electrical power to the screen
location.
(https:HfordavO.sharepoint.com/sites/Sales/Shared Documents/General/03 DAL/RUTHE/City of Southlake(CSTXGRA)/CSTXGRA-273460-AV Muni Service Center/Proposal-
Final/sckm-RUTHE-CSTXGRA-273460-Municipal Service Center AV Systems.Revl.docx, 4/13/2026 1:28 PM) Page 4 of 20 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
Municipal Service Center AV Systems Submitted By:Ehren Rutherford,Senior Account Manager
REVISED April 13,2026 Page 5 of 20
b) A low voltage relay shall be provided and connected to the projection
screen to allow the control system to raise or lower the screen as needed.
2) One (1) 6,000-lumen,WUXGA resolution video projector with laser light engine
shall be provided, ceiling-mounted configured to project a 16:9 aspect ratio image
and aligned with the projection screen.
a) The Customer is responsible for providing electrical power to the projector
location.
3) One(1)wireless presentation system shall be provided and installed in the plenum
box to allow participants to wirelessly share content from their laptops to the
projector.
4) One (1) HDMI transmitter wall plate shall be provided and installed on the front
wall to receive a wired video signal from the Customer's OFE laptop and transmit
it to the HDMI receiver in the plenum rack.
5) One(1)HDMI receiver shall be provided and installed in the plenum box to receive
the transmitted video signal from the wall plate transmitter and route it to the
projector.
6) Two(2)pan/tilt/zoom(PTZ)cameras with 12x optical zoom shall be provided and
installed in the room to capture the near-side audience and presenter during web
conferencing and recording.
a) One (1) PTZ camera shall be installed on the front wall to serve as the
audience camera.
b) One (1) PTZ camera shall be installed on the rear wall to serve as the
presenter camera.
7) One(1)USB extender system shall be provided and installed to extend USB signal
from the OFE user laptop location on the front wall to the plenum box for camera
and audio connectivity.
d. CONTROL SYSTEM
1) One (1) 10.1" touch panel shall be provided and wall mounted at the front of the
room to provide the user control interface for the AV system.The touch panel shall
be programmed to control the following:
a) Projector Power—on/off
b) Projection Screen—up/down
c) System Volume—up/down/mute
d) Microphone Mute—on/off
(https:HfordavO.sharepoint.com/sites/Sales/Shared Documents/General/03 DAL/RUTHE/City of Southlake(CSTXGRA)/CSTXGRA-273460-AV Muni Service Center/Proposal-
Final/sckm-RUTHE-CSTXGRA-273460-Municipal Service Center AV Systems.Revl.docx, 4/13/2026 1:28 PM) Page 5 of 20 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
Municipal Service Center AV Systems Submitted By:Ehren Rutherford,Senior Account Manager
REVISED April 13,2026 Page 6 of 20
e) Camera Control—pan/tilt/zoom/presets
f) Camera Selection—audience camera,presenter camera
e. NETWORK INFRASTRUCTURE
1) One (1) 12-port managed POE+network switch shall be provided and installed in
the plenum rack to provide network connectivity and PoE power to the AV devices
in the room.
a) The Customer is responsible for providing a network uplink connection to
the switch location.
5. 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
seven(7)business days of receipt,may result in a change order requiring additional funds
to complete the project.
C. 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.
d. 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.
(https:HfordavO.sharepoint.com/sites/Sales/Shared Documents/General/03 DAL/RUTHE/City of Southlake(CSTXGRA)/CSTXGRA-273460-AV Muni Service Center/Proposal-
Final/sckm-RUTHE-CSTXGRA-273460-Municipal Service Center AV Systems.Revl.docx, 4/13/2026 1:28 PM) Page 6 of 20 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
Municipal Service Center AV Systems Submitted By:Ehren Rutherford,Senior Account Manager
REVISED April 13,2026 Page 7 of 20
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.
e. 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.
f. 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.
g. 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.
h. General Requirements:
Providing and installing all electrical wiring, conduits,junction boxes, floor boxes, outlet
boxes, raceways, and supporting materials for a complete, operational electrical system
that meets the National Electrical Code and all applicable state and local building codes.
The work is to be performed by a licensed electrical contractor.
1) In addition to the electrical conduits, separate conduit systems shall be provided
for the following when applicable to the systems being provided by Ford:
a) Microphone Lines
b) Line level lines
c) Speaker lines
d) 70 volt speaker lines
e) Intercom lines
f) Control system lines
g) Video lines
h) RF lines
i) Data lines
j) Lighting system control lines
2) Electrical and Conduit
(https:HfordavO.sharepoint.com/sites/Sales/Shared Documents/General/03 DAL/RUTHE/City of Southlake(CSTXGRA)/CSTXGRA-273460-AV Muni Service Center/Proposal-
Final/sckm-RUTHE-CSTXGRA-273460-Municipal Service Center AV Systems.Revl.docx, 4/13/2026 1:28 PM) Page 7 of 20 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
Municipal Service Center AV Systems Submitted By:Ehren Rutherford,Senior Account Manager
REVISED April 13,2026 Page 8 of 20
a) Each conduit system shall be separated from conduits carrying electrical
power by a minimum of 12 inches.
b) All empty conduits shall be furnished with length marked type pull cords
by Greenlee or Klein. In the event that pull strings are not provided in the
conduit, additional labor charges for the pulling of wire will be assessed.
c) All wall mounted outlet boxes shall be deep electrical boxes unless
otherwise specified.
d) 120-volt electrical power outlets for control consoles and control rooms:
For each console area or control room where sound,video,and/or lighting
equipment is located at least four outlets are required on two independent
20 amp circuits. Each circuit shall have its own circuit breaker.Mount the
outlet boxes under the control consoles on the wall.
e) All floor boxes shall be mounted flush with carpet rings.
f) 120-volt electrical outlets for Audio/Video equipment racks: At least four
outlets are required on four independent 20-amp circuits per equipment
rack. Each circuit shall have its own circuit breaker.
i. Providing and preparing adequate space for the location of all equipment included in the
system is the responsibility of the Customer.
j. It is Customer's responsibility for making level surfaces under consoles, equipment, and
racks.
k. When AV equipment is installed in a finished ceiling or wall, the Customer is responsible
for the refinishing.
1. 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.
In. 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.
n. 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.
(https:HfordavO.sharepoint.com/sites/Sales/Shared Documents/General/03 DAL/RUTHE/City of Southlake(CSTXGRA)/CSTXGRA-273460-AV Muni Service Center/Proposal-
Final/sckm-RUTHE-CSTXGRA-273460-Municipal Service Center AV Systems.Revl.docx, 4/13/2026 1:28 PM) Page 8 of 20 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
Municipal Service Center AV Systems Submitted By:Ehren Rutherford,Senior Account Manager
REVISED April 13,2026 Page 9 of 20
o. 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.
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
j. Providing as-built drawings with wire numbers and labels
C. INSTALLATION SCHEDULE
1. Ford will provide system drawings, purchase and fabricate equipment, program control software,
and do in-shop testing. The in-shop work will take approximately eight(8)to ten(10)weeks prior
to the beginning of the actual installation at the Customer's facility. Ford estimates the actual on-
site installation,test out,and commissioning of this project will take three(3)weeks. The total time
required to complete the project is approximately thirteen (13) weeks from agreement execution.
Ford will require three (3) weeks to complete its work after any other construction work is
completed.
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.
(https:HfordavO.sharepoint.com/sites/Sales/Shared Documents/General/03 DAL/RUTHE/City of Southlake(CSTXGRA)/CSTXGRA-273460-AV Muni Service Center/Proposal-
Final/sckm-RUTHE-CSTXGRA-273460-Municipal Service Center AV Systems.Revl.docx, 4/13/2026 1:28 PM) Page 9 of 20 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
Municipal Service Center AV Systems Submitted By:Ehren Rutherford,Senior Account Manager
REVISED April 13,2026 Page 10 of 20
D. EQUIPMENT LIST
BREAKROOM TIPS CONTRACT#230901
Quantity Description Price Extension
1.00 CHIE.CMS492CP2 CEILING BOX 2X2 W/COLUMN/PWR 780.00 780.00
1.00 COMP.M11ID48G6BLK CABL,6',HDMI MICROFLX 39.00 39.00
5.00 COMP.M1FID48G9BLK CABL,9',HDMI MIRCOFLX,48G,BLK 49.00 245.00
250.00 WEST.2522513 WIRE,2C,16G,PLENUM,GRAY .27 67.50
50.00 WEST.2529113 2,COND,22,7X30,BARE,SHLD,CMP .13 6.50
500.00 WEST.254346AFBK CAT6A, SHIELDED WIRE .77 385.00
250.00 WEST.D252402 2PR,24,7X32,TIND,SHLD,CMP,DATA .54 135.00
10.00 ATLA.FAP63T SPEA,6.5",2WAY,CEILNG,32W,70V 149.00 1,490.00
1.00 EXTR.60-738-01 ADAP,ASA I I I PASSIVE SUM 52.00 52.00
1.00 EXTR.60-850-01 AMP,XPA,2001,70V,200WT,MONO 522.00 522.00
1.00 CHIE.RPMAUW MOUN,UNIV. RPMA W/Q-LOCK WHITE 250.00 250.00
2.00 COMP.WPD-HDI-AW HDMI PASS THRU,IGNG,PIGTAIL,WH 39.00 78.00
1.00 CRES.HDRXC4KZIR RX,HDMI/RS232,4K 271.00 271.00
1.00 CRES.HDTXCK1 0 11 TX HDMI RS232 WALLPLATE,BLACK 310.00 310.00
1.00 DRAP.140030THU ACCESS V, 133",XT1300X,LVC-IV 6,846.00 6,846.00
1.00 EPSO.V 11HB29020 POWERLITE L690U PROJECTOR WIFI 5,963.00 5,963.00
1.00 CRES.MPC3302B 3-SERIES MED PRESENT BLK 870.00 870.00
1.00 CRES.PWE-4803RU POWER SUPPLY POE INJECTOR 70.00 70.00
Sub Total 18,380.00
BREAKROOM-NON-CONTRACT
Quantity Description Price Extension
1.00 PROJECTION HARDWARE 367.00 367.00
2.00 SHIELDED DATA PANELS &CABLES 73.00 146.00
10.00 SMALL SPEAKER SUPPORT 13.00 130.00
3.00 WIRE MANAGEMENT 33.00 99.00
3.00 OFE USER LAPTOP .00 .00
2.00 OFE DISPLAY MOUNT .00 .00
2.00 OFE DISPLAY .00 .00
7.00 CABLES&CONNECTORS 33.00 231.00
4.00 MOUNTING HARDWARE 33.00 132.00
Sub Total 1,105.00
DISPLAY-TYPE A-NON-CONTRACT
Quantity Description Price Extension
18.00 CABLES&CONNECTORS 33.00 594.00
18.00 MOUNTING HARDWARE 33.00 594.00
18.00 WIRE MANAGEMENT 33.00 594.00
18.00 OFE DISPLAY MOUNT .00 .00
18.00 OFE DISPLAY 55" .00 .00
18.00 OFE OFOI VIDEO SOURCE .00 .00
Sub Total 1,782.00
(https:HfordavO.sharepoint.com/sites/Sales/Shared Documents/General/03 DAL/RUTHE/City of Southlake(CSTXGRA)/CSTXGRA-273460-AV Muni Service Center/Proposal-
Final/sckm-RUTHE-CSTXGRA-273460-Municipal Service Center AV Systems.Revl.docx, 4/13/2026 1:28 PM) Page 10 of 20 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
Municipal Service Center AV Systems Submitted By:Ehren Rutherford,Senior Account Manager
REVISED April 13,2026 Page 11 of 20
DISPLAY-TYPE B-NON-CONTRACT
Quantity Description Price Extension
2.00 CABLES&CONNECTORS 33.00 66.00
2.00 MOUNTING HARDWARE 33.00 66.00
2.00 WIRE MANAGEMENT 33.00 66.00
2.00 OFE DISPLAY MOUNT .00 .00
2.00 OFE OFOI VIDEO SOURCE .00 .00
2.00 OFE DISPLAY 65" .00 .00
Sub Total 198.00
FIRE TRAINING TOWER CLASSROOM TIPS CONTRACT#230901
Quantity Description Price Extension
1.00 COMP.MHD48G6BLK CABL,6',HDMI MICROFLX 39.00 39.00
2.00 COMP.MHD48G9BLK CABL,9',HDMI MIRCOFLX,48G,BLK 49.00 98.00
1.00 COMP.USB2AB 1 OSP PRO AWIT SPECIALIST SERIES US 12.00 12.00
1.00 FSR.CB-224SP 2'X2'CB W/4 1 RU MOUNTS, SMA 1,577.00 1,577.00
2.00 LOWE.USV-110 SHELF,VENTED, 1RU, 10"DEEP 107.00 214.00
100.00 WEST.25225B WIRE,2C,16G,PLENUM,GRAY .27 27.00
300.00 WEST.254346AFBK CAT6A, SHIELDED WIRE .77 231.00
50.00 WEST.D252402 2PR,24,7X32,TIND,SHLD,CMP,DATA .54 27.00
4.00 ATLA.FAP63T SPEA,6.5",2WAY,CEILNG,32W,70V 149.00 596.00
1.00 QSC.CORE8FLEX 8 FLEX IN/OUTS,AEC,DANTE+VOIP 3,040.00 3,040.00
1.00 QSC.SPA2-60 1/2 RU 2 CHANNEL,250W 636.00 636.00
1.00 SHUR.MXA920W-S MXA920 CA MIC, SQUARE,WHT 4,022.00 4,022.00
1.00 CHIE.RPMAUW MOUN,UNIV. RPMA W/Q-LOCK WHITE 250.00 250.00
1.00 CRES.AM3-212KIT AM-3200-WF,(2)AM-TX3-100,CRAD 2,478.00 2,478.00
1.00 CRES.HDRXC4KZIR RX,HDMI/RS232,4K 271.00 271.00
1.00 CRES.HDTXCK1 0 11 TX HDMI RS232 WALLPLATE,BLACK 310.00 310.00
1.00 DRAP.140107THU ACCESS V 100"D 16:9 XT130OX 5,776.00 5,776.00
1.00 EPSO.V11HB29020 POWERLITE L690U PROJECTOR WIFI 5,963.00 5,963.00
2.00 QSC.NC-12X80 12X ZOOM PTZ QSYS POE W/MOUNT 3,960.00 7,920.00
1.00 CRES.USBEXT2LO WALL,USB LOCAL,BLACK 416.00 416.00
1.00 CRES.USBEXT2RE USB EXTENDER REMOTE 347.00 347.00
1.00 NETG.GSM4212P1012PORT,MANG,M4250-10GPOE+ 941.00 941.00
1.00 QSC.TSC-101-G3 CONTROL,10.1"POE 2,772.00 2,772.00
1.00 GLOB.IP2CC-P ACCE,POE,LAN,TO,CONTACT,CLOSUR 154.00 154.00
Sub Total 38,117.00
FIRE TRAINING TOWER CLASSROOM-NON-CONTRACT
Quantity Description Price Extension
15.00 CABLES&CONNECTORS 33.00 495.00
10.00 MOUNTING HARDWARE 33.00 330.00
4.00 RACK HARDWARE 17.00 68.00
18.00 SHIELDED DATA PANELS &CABLES 73.00 1,314.00
4.00 SMALL SPEAKER SUPPORT 13.00 52.00
(https:HfordavO.sharepoint.com/sites/Sales/Shared Documents/General/03 DAL/RUTHE/City of Southlake(CSTXGRA)/CSTXGRA-273460-AV Muni Service Center/Proposal-
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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
Municipal Service Center AV Systems Submitted By:Ehren Rutherford,Senior Account Manager
REVISED April 13,2026 Page 12 of 20
7.00 WIRE MANAGEMENT 33.00 231.00
1.00 OFE USER LAPTOP .00 .00
1.00 PROJECTION HARDWARE 367.00 367.00
Sub Total 2,857.00
INTEGRATION SERVICES TIPS CONTRACT#230901
Quantity Description Price Extension
DESIGN,ENGINEERING,FABRICATION,
PROJECT MANAGEMENT,INSTALLATION,
COMMISSIONING,TRAINING AND WARRANTY 43,350.00 43,350.00
Sub Total 43,350.00
Merchandise: 62,439.00
Integration: 43,350.00
Other: .00
Freight: .00
Sales Tax: .00
Total Amount: 105,789.00
E. COST SUMMARY AND TERMS
PROPOSED TOTAL: $105,789.00
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 contract change order.
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 invoice 100%upon completion.
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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
Municipal Service Center AV Systems Submitted By:Ehren Rutherford,Senior Account Manager
REVISED April 13,2026 Page 13 of 20
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 $4,187.00
Year 2& 3: Extended Warranty $9,167.00
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
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 thirteen(13)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.
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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
Municipal Service Center AV Systems Submitted By:Ehren Rutherford,Senior Account Manager
REVISED April 13,2026 Page 14 of 20
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.Any equipment
deleted by CCO's may be subject to a possible manufacture restock fee of up to 35%, or
may not be returnable with no credit issued.
NON-SOLICITATION:
The Customer and Ford mutually agree,because of the high cost of training an employee,
that neither party shall solicit the employment of any employee of the other party,and shall
not employ any employee or any person who was an employee of the other party at any
time during the relationship between the parties or for a period of one (1)year following
the termination of any relationship between the parties. In the event of a breach of this
section, the breaching party agrees to pay the other party an amount equal to the hired
employee's annual wages as an agreed upon cost to replace the employee.
F. GUARANTEES AND LIMITATIONS OF WARRANTIES
1. FORD GUARANTEES THE FOLLOWING:
a. Equipment will be new,unless noted otherwise.
2. STANDARD WARRANTY
a. Equipment and installation provided by Ford in this proposal will be free of defects and
will be repaired or replaced, free of charge, for a period of one (1) year from the date of
substantial completion or the first date of beneficial use of the system, whichever date
occurs first. Substantial completion shall be defined as the point where the work, or
designated portion thereof, is sufficiently complete so that the system can be used for its
intended purpose.
b. Equipment and materials provided by Ford that were manufactured by other companies
will be warranted under the warranty terms of the original manufacturer.
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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
Municipal Service Center AV Systems Submitted By:Ehren Rutherford,Senior Account Manager
REVISED April 13,2026 Page 15 of 20
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
Customer and is not included within this warranty agreement. Failure on the part of the
Customer to perform these routine maintenance functions shall void this warranty.
j. 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.
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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
Municipal Service Center AV Systems Submitted By:Ehren Rutherford,Senior Account Manager
REVISED April 13,2026 Page 16 of 20
k. Ford may withhold warranty service in the event that the Customer has an unpaid balance
due to be paid to 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.
e. The existing equipment, removed as a courtesy by Ford, that is not being reused, shall be
handed over to the Customer. Ford is not responsible for the existing equipment or its
condition when received by the Customer.
G. TRAINING AND DOCUMENTATION
1. TRAINING INCLUDED:
a. Ford will host a training session near the completion of installation. All system users and
interested 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.
2. ADVANCED TRAINING- OPTIONAL:
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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
Municipal Service Center AV Systems Submitted By:Ehren Rutherford,Senior Account Manager
REVISED April 13,2026 Page 17 of 20
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 gives 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.
£ Additional materials include documents in electronic format, additional hard and/or
laminated copies of Quick-Start Guides and Orientation&Operations Handbooks, as well
as digital copies of these curriculum materials.
g. All training curriculum and components will be developed and executed by a Ford Master
Trainer.
h. The components of the optional training are to be determined by the Customer, Account
Manager, and Ford Master Trainer to meet the needs of the Customer. The cost of the
additional materials and training is based on the desired program.
i. Please contact Ford to receive a customized price quote on the Advanced Training Program
option.
H. BUILDING CONSTRUCTION AND SYSTEM INSTALLATION
1. VISUAL INSPECTION:
a. This proposal is based upon a visual inspection of the site conditions.It is agreed that some
buildings may have inherent design and/or construction that is not visibly recognizable and
is outside of normal standard and customary building procedures. If the walls, floors or
ceiling are found to be constructed in a manner that wire cannot be pulled or equipment
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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
Municipal Service Center AV Systems Submitted By:Ehren Rutherford,Senior Account Manager
REVISED April 13,2026 Page 18 of 20
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.
3. 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 walls. Issues such as these typically require specialized engineers and contractors
and are not the responsibility of Ford.
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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
Municipal Service Center AV Systems Submitted By:Ehren Rutherford,Senior Account Manager
REVISED April 13,2026 Page 19 of 20
I. ACCEPTANCE
1. The Customer's personnel will be notified by Ford upon completion of the installation.
2. Demonstration of system performance will be during the training session.
3. Participants at the performance demonstration shall include personnel representing Ford and
personnel representing City of Southlake who are authorized to accept the system as complete and
make final payment.
This proposal shall not be deemed as accepted by Ford until the executed contract is returned to Ford's Credit Center
for final review and acceptance. If a purchase order is required by the Customer, it must be transmitted with the
signed install agreement for review and acceptance.
This proposal contains confidential pricing, design, engineering, and installation information that is proprietary to
Ford. It is provided for your private use, and is not to be disclosed,in part or in whole,without the express,written
authorization of Ford.
We appreciate the opportunity to work with you on this project. If you have any questions or need additional
information,please contact me at 972-241-9966.
Sincerely,
FORD AUDIO-VIDEO SYSTEMS,LLC
Ehren Rutherford
Senior Account Manager
Voice: 972-241-9966
E-mail: ruthe@forday.com
Website: www.forday.com
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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
Municipal Service Center AV Systems Submitted By:Ehren Rutherford,Senior Account Manager
REVISED April 13,2026 Page 20 of 20
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 $105,789.00, for the purchase and installation of equipment and services described in the attached
proposal.
Add Year 2 only Extended Warranty: $4,187.00
Customer Accepts
OR
Add Year 2&3 Extended Warranty: $9,167.00
Customer Accepts
City of Southlake and Ford Audio-Video Systems, LLC, by and through their respective signatories to the
Agreement, each represent to the other that they are authorized to enter into this Agreement.
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 CITY OF SOUTHLAKE
Ehren Rutherford Authorized Signature
Senior Account Manager
Mathew Scott Hall Printed Name and Title
Senior Vice President
Date Date
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orcj *DAV qd*45� Peo& emwwaeea&1
REVISED April 13,2026
Mr. Mamerto Estepa
Mr. Blair Halbert
City of Southlake
1400 Main Street
Southlake,TX 76092
RE: CCTV Municipal Service Center
Dear Mr.Estepa&Mr. Halbert:
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 FORD AUDIO-VIDEO SYSTEMS,LLC
Ehren Rutherford Mathew Scott Hall
Senior Account Manager Senior Vice President
Voice: 972-241-9966
Email: ruthe@forday.com
Website: www.forday.com
4901 Statesman Drive, Irving,TX 75063 972-241-9966 www.forday.com
City of Southlake Ford Audio-Video Systems,LLC
CCTV Municipal Service Center Submitted By:Ehren Rutherford,Senior Account Manager
REVISED April 13,2026 Page 2 of 19
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 supply and install the following systems for City of Southlake of Southlake, TX(Customer) in
their new construction project:
1. MUNICIPAL SERVICE CENTER
a. EQUIPMENT RACK
1) One (1) 10-space equipment rack, with power distribution, shall be provided and
installed in each of the following locations:
a) Administration Building IT Room 114A
b) Service Bay Building IT Room 118B
c) Pole Barn
d) The Customer is responsible for providing electrical power and a live
network drop to the rack locations.
2) One (1) 16-space equipment rack, with power distribution, shall be provided and
installed in Administration Building IT Room 209A.
a) The Customer is responsible for providing electrical power and a live
network drop to the rack location.
3) One (1) 96 TB network video recorder (NVR) shall be provided and installed in
the 16-space equipment rack in IT Room 209A to record captured video footage.
4) Two(2)24-port POE+managed network switches shall be provided and installed,
one (1) in the Pole Barn and one (1) in the Administration IT Room 114 A
equipment rack.
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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
CCTV Municipal Service Center Submitted By:Ehren Rutherford,Senior Account Manager
REVISED April 13,2026 Page 3 of 19
5) Two(2)40-port POE+managed network switches shall be provided and installed,
one(1) in the Administration Building IT Room 209A, one(1)in the Service Bay
Building IT Room 11813, and one(1)in the pole Barn.
b. CAMERA TYPES
1) TYPE A: 24 MP Multi-headed 180' Configuration Multi-headed 180'
multi-sensor camera to provide a 180-degree panoramic coverage using three (3)
integrated image sensors.
2) Type B: 24 MP Multi-headed 270'Configuration Multi-headed 270'multi-sensor
camera to provide a 270' panoramic coverage using three (3) integrated image
sensors.
3) Type C: 32 MP Multi-headed 360' multi-sensor camera to provide a 360' view
using four(4) integrated image sensors.
4) Type D: 16 MP high-resolution Pro series camera with a telephoto 70-200mm lens
for extended zoom reach.
5) Type E: 8 MP Outdoor Dome Outdoor dome camera with integrated IR illumination
for enhanced nighttime visibility
6) Type F: 8 MP outdoor bullet camera with integrated IR illumination for enhanced
nighttime visibility
7) Type G: 12 MP ceiling mounted, 360' fisheye camera offering 360' view from a
single sensor
8) Type H: 3 MP micro bullet camera with a 2.8mm fixed lens
9) Type I: 10 MP Dual-sensor dome camera capable of monitoring two separate fields
of view simultaneously
10) Type J: 4 MP Ceiling mounted dome camera with integrated IR illumination for
enhanced nighttime visibility
11) Type K: 4 MP Outdoor dome camera with integrated IR illumination for enhanced
nighttime visibility
12) Type L: 8 MP Ceiling mounted dome camera with integrated IR illumination for
enhanced nighttime visibility
13) Type M: 3 MP Mini Dome camera with built-in IR for low-light performance.
14) Type N: Dual sensor 16 MP dome camera capable of monitoring two separate
fields of view simultaneously
C. ADMINISTRATION BUILDING FIRST FLOOR CAMERA LOCATIONS
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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
CCTV Municipal Service Center Submitted By:Ehren Rutherford,Senior Account Manager
REVISED April 13,2026 Page 4 of 19
1) Camera Type G shall be provided and installed in the following locations and
quantities:
a) One(1)Corridor D 234A
b) One(1)Printing Alcove 217A
2) One(1)type I camera shall be provided and installed in Corridor 231A.
3) Camera Type J shall be provided and installed in the following locations and
quantities:
a) One(1)NE corner of Lobby/Waiting Area 201A
b) One(1)Training Area 204A near Customer Service
c) One(1) SE corner of Corridor E 236A
d) One(1)west wall of Stairs 230A
e) One(1)NE corner of Corridor B 232A
f) One(1)north wall of Stairs 229A
4) Type H cameras shall be provided and installed in the following locations and
quantities:
a) Four(4)Customer Service Window 203A
b) Two(2)Administration Office 202A Window
i) One(1)ceiling microphone shall be provided and installed to capture
audio near each Type H camera(six [6] total).
5) One (1) Type M camera shall be provided and installed in the NW corner of the
Elevator.
6) One (1) Type L camera-IR shall be provided and installed in the SE corner of
Lobby/Waiting Area 201A
7) One (1) Type K camera shall be provided and installed in the NW corner of Fire
Riser 235A.
d. ADMINISTRATION BUILDING SECOND FLOOR CAMERA LOCATIONS
1) One(1)Type N camera shall be provided and installed in Corridor B I I7A.
2) One(1)type I camera shall be provided and installed in Corridor A 102A.
3) Camera Type J shall be provided and installed in the following locations and
quantities:
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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
CCTV Municipal Service Center Submitted By:Ehren Rutherford,Senior Account Manager
REVISED April 13,2026 Page 5 of 19
a) One(1)NW corner of Vestibule IOTA
b) One(1)north side of Corridor B 111A
e. SERVICE BAY BUILDING CAMERA LOCATIONS
1) Camera Type G shall be provided and installed in the following locations and
quantities:
a) One(1)Vestibule I01A
b) One(1)Transportation Bay 104B
c) One(1)Facilities Services 110B
d) One(1) Storage 116B
e) One(1) Street/Drainage Bay 120B
f) Two (2)Waste/Wastewater Bay 121B
2) Camera Type J shall be provided and installed in the following locations and
quantities:
a) One(1)NW Corner of Tool Room 123B
b) One(1)NW Corner of Room 121 C
3) Camera Type L shall be provided and installed in the following locations and
quantities:
a) One(1)NE Corner of Storage 116B
b) One(1)NW Corner of Fabrication Room 122B
4) One (1)type I camera shall be provided and installed in Corridor 112B.
f. EXTERIOR CAMERA LOCATIONS
1) Type C cameras shall be provided and installed in the following locations and
quantities:
a) Nine(9) existing light poles in the Administration Building Parking areas
b) Two(2)existing light poles near the Public Safety Training Tower
2) Type A cameras shall be provided and installed in the following locations and
quantities:
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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
CCTV Municipal Service Center Submitted By:Ehren Rutherford,Senior Account Manager
REVISED April 13,2026 Page 6 of 19
a) One(1) south exterior wall of the Service Bay Building
b) One(1)north exterior wall of the Service Bay Building
c) Three(3)west exterior wall of the Service Bay Building
d) Three(3) east exterior wall of the Service Bay Building
e) One(1) south exterior wall of the Administration Building
f) One(1)north exterior wall of the Administration Building
3) Type B cameras shall be provided and installed in the following locations and
quantities:
a) One(1) SW corner of the Pole Barn
b) One(1)NE corner of the Pole Barn
c) One(1)on an existing light pole between the Recycling Dumpster and the
Service Bay Building
d) One (1) each on the north, east, south and west corners of the
Administration Building
4) Type F cameras shall be provided and installed in the following locations and
quantities:
a) Two (2)west exterior wall of the Administration Building
b) One (1) on an existing pole in the parking lot north of the Administration
Building
5) One (1) Type E camera shall be provided and installed on the NE corner of the
administration Building
6) Type I cameras shall be provided and installed in the following locations:
a) One(1)on the east exterior wall of the Administration Building
b) One(1)on the south exterior wall of the Administration Building
7) Type K shall be provided and installed in the following locations and quantities:
a) One(1) SW corner of the Administration Building
b) Three(3)west wall of the Administration Building
8) Two (2) type G cameras shall be provided and installed under the Fuel Island
canopy.
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Center/Proposal-Final/scmm-RUTHE-CSTXGRA-272142-CCTV Municipal Service Center.Revl.docx,4/13/2026 1:13 PM) Page 6 of 19 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
CCTV Municipal Service Center Submitted By:Ehren Rutherford,Senior Account Manager
REVISED April 13,2026 Page 7 of 19
9) Type D cameras shall be provided and installed in the following locations and
quantities:
1) One(1)on an existing light pole between the Recycling Dumpster and the
Service Bay Building.
2) One(1) on the SW corner of the Service Bay Building.
2. 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.
g. Providing and preparing adequate space for the location of all equipment included in the
system is the responsibility of the Customer.
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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
CCTV Municipal Service Center Submitted By:Ehren Rutherford,Senior Account Manager
REVISED April 13,2026 Page 8 of 19
h. It is Customer's 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.
j. 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.
3. FORD SHALL BE RESPONSIBLE FOR:
a. Providing line drawings for systems and equipment manuals electronically at no cost
b. Fabrication and installation of systems
C. Providing recommendations for electrical power and conduits,to be provided and installed
by the electrical contractor, for the systems
d. Installation of low voltage wiring for systems
e. Training
f. Warranty service
g. Providing as-built drawings with wire numbers and labels
C. INSTALLATION SCHEDULE
1. Ford will provide system drawings, purchase and fabricate equipment, program control software,
and do in-shop testing. The in-shop work will take approximately eight(8)to ten(10)weeks prior
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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
CCTV Municipal Service Center Submitted By:Ehren Rutherford,Senior Account Manager
REVISED April 13,2026 Page 9 of 19
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 eight(8)weeks. The total time
required to complete the project is approximately eighteen(18)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
SECURITY CAMERA EQUIPMENT-RACK/POWER/ACCESSORIES TIPS CONTRACT#230901
Quantity Description Price Extension
11,000.00 WEST.254346AFBK CAT6A, SHIELDED WIRE .77 8,470.00
3.00 LOWE.LWR-1019 RACK,SECT,WALL MT,10/19,BLK 528.00 1,584.00
4.00 LOWE.ACR-1509-S ACCE,9 OUTLET 15A 1RU 1 STAGE 204.00 816.00
4.00 LOWE.FW2-KIT-VB FAN KIT-TWO 4.7"WHISPER FANS 150.00 600.00
3.00 LOWE.RRD-10 RACK RAILS,I OU,1 PR 33.00 99.00
3.00 LOWE.LFD-I OFV DOOR,VENTED,FRONT-1 OU,LOCK,BK 250.00 750.00
1.00 LOWE.LWR-1619 RACK, 16RU,WALL, 19" DEEP,PR 676.00 676.00
1.00 LOWE.RRD-16 RACK RAIL 16U,TAPPED 10-32 37.00 37.00
1.00 LOWE.LFD-16FV DOOR,VENTED,FRONT-1 6RU,LOCK,BK 274.00 274.00
36.00 DITE.DTKMRJPOEX POWE,SING CHAN POE PROTECTOR 90.00 3,240.00
4.00 BELD.FTSLC90OP6 FIBE,FX,PIGTAIL,6-FIBER,OS2,LC 78.00 312.00
1.00 AVIG.8CH6ADO I IR 8MP H6A OUTDOOR DOME CAMERA IR 1,462.00 1,462.00
Sub Total 18,320.00
SECURITY CAMERA EQUIPMENT-AUDIO TIPS CONTRACT#230901
Quantity Description Price Extension
6.00 AUDI.M70W MIC,CEILING,WHT,CARDIOID, 487.00 2,922.00
3.00 AUDI.APS2 2 CHANNEL PHANTOM POWER SUPPLY 113.00 339.00
Sub Total 3,261.00
SECURITY CAMERA EQUIPMENT-VIDEO TIPS CONTRACT#230901
Quantity Description Price Extension
1.00 AVIG.NVR6PRMD96 NVR6 PRM FORM D 96TB S22 43,628.00 43,628.00
3.00 AVIG.8CH6ABO2IR 8MP H6A B02 OUTDOOR BULLET IR 1,837.00 5,511.00
2.00 AVIG.8CH6AD 1 IR 8MP INDOOR DOME CAMERA IR 1,312.00 2,624.00
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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
CCTV Municipal Service Center Submitted By:Ehren Rutherford,Senior Account Manager
REVISED April 13,2026 Page 10 of 19
2.00 AVIG.I 6CH5PROB 16 MP H5 PRO BOX CAMERA 7,318.00 14,636.00
2.00 AVIG.LEF7020CA3 LENS 70-200MM F/2.8A CANON 2,989.00 5,978.00
5.00 AVIGACH6ADO I IR 4MP OUTDOOR DOME WITH IR 1,169.00 5,845.00
4.00 AVIG.CLADP-100 1 IN-CEILING ADAPTOR 67.00 268.00
10.00 AVIGACH6AD 1 IR 4MP INDOOR DOME CAMERA IR 1,019.00 10,190.00
3.00 AVIG.H5A-MOD-2P 2 PORT H5A MODULAR MAIN UNIT 460.00 1,380.00
6.00 AVIG.3CH5MODMB2 3MP H5A MOD MICRO BULLET 208.00 1,248.00
6.00 AVIG.CBL5M-100 1 16'HD BNC CABLE FOR H5A MOD 67.00 402.00
5.00 AVIG.I OOCH6DH I R 2X 5MP H6A DUAL HEAD CAMERA. O 1,411.00 7,055.00
1.00 AVIG.3CH6MD1 3MP H6 MINI DOME 374.00 374.00
11.00 AVIG.12H630DO1I 12MP H6A FE 360 DOI IR 1,103.00 12,133.00
1.00 AVIG.I 60CH6DH I R 2X 3MP H6A DUAL HEAD CAMERA.O 1,229.00 1,229.00
72.00 AVIG.UNITY8-ENT UNITY 8 ENT CAMERA LICENSE 237.00 17,064.00
11.00 AVIG.32CH5A4MH 4X8 MULTIHEAD CAMERA 2,887.00 31,757.00
17.00 AVIG.24CH5A3MH 3X8MP MULTIHEAD CAMERA 2,474.00 42,058.00
28.00 AVIG.H5AMHADPEN OUTDOOR PENDANT MOUNT ADAPTER 157.00 4,396.00
28.00 AVIG.H5AMHDOCOV OUTDOOR DOME COVER FOR H5MH IR 157.00 4,396.00
28.00 AVIG.WLMT-100 1 PENDANT WALL ARM ADAPTER 96.00 2,688.00
28.00 AVIG.H4AMHADIRI ACCE,OPTIONAL IR RING FOR PEND 307.00 8,596.00
7.00 AVIG.H4MTCRNRI MOUN,CORNER MOUNT ADAPTER 114.00 798.00
2.00 AVIG.ES-HD-IPM ACCE,POWER MODULE 214.00 428.00
2.00 AVIG.ESHDHWSLG LARGE CAMERA ENCLOSURE FOR BOX 378.00 756.00
2.00 AVIG.ESHDIRIP6 ACCE,LPR CAMERA IR ILLUMINATOR 593.00 1,186.00
Sub Total 226,624.00
SECURITY CAMERA EQUIPMENT-CONTROL TIPS CONTRACT#230901
Quantity Description Price Extension
2.00 NETG.GSM4248UX 40 PORT POE++MANAGED SWITCH 7,300.00 14,600.00
2.00 NETG.GSM4230PXI 24 PORT POE+MANAGED SWITCH 1,746.00 3,492.00
Sub Total 18,092.00
SECURITY CAMERA EQUIPMENT-NON-CONTRACT
Quantity Description Price Extension
53.00 WIRE MANAGEMENT 33.00 1,749.00
83.00 CABLES&CONNECTORS 33.00 2,739.00
146.00 MOUNTING HARDWARE 33.00 4,818.00
4.00 WEST.24PP6AS-L PATCH PANEL,24 PORT CAT6A SHIE 266.00 1,064.00
6,800.00 WEST.4246-OSP WIRE,CAT6,OUTDOOR,23AWG,4PR .45 3,060.00
3.00 RADI.FP-BUC2 AV,CONVERTOR,BAL TO UNBAL-2 CH 237.00 711.00
2.00 FIBER CONN AND CONVERTERS 1,000.00 2,000.00
72.00 MICRO SD CARD 47.00 3,384.00
1,000.00 TINI.TF6OS2PVC OS2 MICROARM 6 STRAND NON-PLEN 1.34 1,340.00
1.00 CORN.CCH-OIU AV,IRU,CLOSET,CONN,HSG,2CCH,PA 298.00 298.00
1.00 CORN.CCHCS12A9P TOOL,CCH,SPLICE,CASSETTE,LC 533.00 533.00
Sub Total 21,696.00
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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
CCTV Municipal Service Center Submitted By:Ehren Rutherford,Senior Account Manager
REVISED April 13,2026 Page 11 of 19
SECURITY CAMERA EQUIPMENT-TIPS CONTRACT#230901
Quantity Description Price Extension
4.00 INSC.LPS3400300 4 PORT 95W OUTDOOR MNG SWITCH 966.00 3,864.00
12.00 INSC.MMK001-L OUTDOOR POLE MOUNT KIT 48.00 576.00
12.00 INSC.APC1048 POE INJECTOR 48V STAND TO PASS 71.00 852.00
Sub Total 5,292.00
TELLER WINDOW INTERCOM-NON-CONTRACT
Quantity Description Price Extension
2.00 WIRE MANAGEMENT 33.00 66.00
5.00 CABLES&CONNECTORS 33.00 165.00
3.00 MOUNTING HARDWARE 33.00 99.00
4.00 ALPH.790344 ALPHA SC-300+HDST JACK 2,678.00 10,712.00
Sub Total 11,042.00
LABOR TIPS CONTRACT#230901
Quantity Description Price Extension
DESIGN,ENGINEERING,FABRICATION,
PROJECT MANAGEMENT,INSTALLATION,
COMMISSIONING,TRAINING AND WARRANTY 131,283.00 131,283.00
Sub Total 131,283.00
Merchandise: 304,327.00
Integration: 131,283.00
Other: .00
Freight: .00
Sales Tax: .00
Total Amount: 435,610.00
E. COST SUMMARY AND TERMS
PROPOSED TOTAL: $435,610.00
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
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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
CCTV Municipal Service Center Submitted By:Ehren Rutherford,Senior Account Manager
REVISED April 13,2026 Page 12 of 19
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 contract change order.
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 will issue Ford a Purchase Order under the terms of the TIPS CONTRACT
#230901.
Ford will issue monthly progress invoices
All invoices are due Net 30.
Cooperative agreement fees are inclusive of the price listed above.
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.
It is agreed that the estimated duration of Ford's portion of this project is eighteen (18)
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.
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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
CCTV Municipal Service Center Submitted By:Ehren Rutherford,Senior Account Manager
REVISED April 13,2026 Page 13 of 19
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.Any equipment
deleted by CCO's may be subject to a possible manufacture restock fee of up to 35%, or
may not be returnable with no credit issued.
NON-SOLICITATION:
The Customer and Ford mutually agree,because of the high cost of training an employee,
that neither party shall solicit the employment of any employee of the other party,and shall
not employ any employee or any person who was an employee of the other party at any
time during the relationship between the parties or for a period of one (1) year following
the termination of any relationship between the parties. In the event of a breach of this
section, the breaching party agrees to pay the other party an amount equal to the hired
employee's annual wages as an agreed upon cost to replace the employee.
F. GUARANTEES AND LIMITATIONS OF WARRANTIES
1. FORD GUARANTEES THE FOLLOWING:
a. Equipment will be new,unless noted otherwise.
2. STANDARD WARRANTY
a. Equipment and installation provided by Ford in this proposal will be free of defects and
will be repaired or replaced, free of charge, for a period of one (1) year from the date of
substantial completion or the first date of beneficial use of the system, whichever date
occurs first. Substantial completion shall be defined as the point where the work, or
designated portion thereof, is sufficiently complete so that the system can be used for its
intended purpose.
b. Equipment and materials provided by Ford that were manufactured by 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
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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
CCTV Municipal Service Center Submitted By:Ehren Rutherford,Senior Account Manager
REVISED April 13,2026 Page 14 of 19
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
Customer and is not included within this warranty agreement. Failure on the part of the
Customer to perform these routine maintenance functions shall void this warranty.
j. 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
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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
CCTV Municipal Service Center Submitted By:Ehren Rutherford,Senior Account Manager
REVISED April 13,2026 Page 15 of 19
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.
e. The existing equipment, removed as a courtesy by Ford, that is not being reused, shall be
handed over to the Customer. Ford is not responsible for the existing equipment or its
condition when received by the Customer.
G. TRAINING AND DOCUMENTATION
1. TRAINING INCLUDED:
a. Ford will host a training session near the completion of installation. All system users and
interested 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.
2. ADVANCED TRAINING- OPTIONAL:
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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
CCTV Municipal Service Center Submitted By:Ehren Rutherford,Senior Account Manager
REVISED April 13,2026 Page 16 of 19
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 gives 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.
£ Additional materials include documents in electronic format, additional hard and/or
laminated copies of Quick-Start Guides and Orientation&Operations Handbooks, as well
as digital copies of these curriculum materials.
g. All training curriculum and components will be developed and executed by a Ford Master
Trainer.
h. The components of the optional training are to be determined by the Customer, Account
Manager, and Ford Master Trainer to meet the needs of the Customer. The cost of the
additional materials and training is based on the desired program.
i. Please contact Ford to receive a customized price quote on the Advanced Training Program
option.
H. BUILDING CONSTRUCTION AND SYSTEM INSTALLATION
1. VISUAL INSPECTION:
a. This proposal is based upon a visual inspection of the site conditions.It is agreed that some
buildings may have inherent design and/or construction that is not visibly recognizable and
is outside of normal standard and customary building procedures. If the walls, floors or
ceiling are found to be constructed in a manner that wire cannot be pulled or equipment
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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
CCTV Municipal Service Center Submitted By:Ehren Rutherford,Senior Account Manager
REVISED April 13,2026 Page 17 of 19
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.
3. 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 walls. Issues such as these typically require specialized engineers and contractors
and are not the responsibility of Ford.
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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
CCTV Municipal Service Center Submitted By:Ehren Rutherford,Senior Account Manager
REVISED April 13,2026 Page 18 of 19
I. ACCEPTANCE
1. The Customer's personnel will be notified by Ford upon completion of the installation.
2. Demonstration of system performance will be during the training session.
3. Participants at the performance demonstration shall include personnel representing Ford and
personnel representing City of Southlake who are authorized to accept the system as complete and
make final payment.
This proposal shall not be deemed as accepted by Ford until the executed contract is returned to Ford's Credit Center
for final review and acceptance. If a purchase order is required by the Customer, it must be transmitted with the
signed install agreement for review and acceptance.
This proposal contains confidential pricing, design, engineering, and installation information that is proprietary to
Ford. It is provided for your private use, and is not to be disclosed,in part or in whole,without the express,written
authorization of Ford.
We appreciate the opportunity to work with you on this project. If you have any questions or need additional
information,please contact me at 972-241-9966.
Sincerely,
FORD AUDIO-VIDEO SYSTEMS,LLC
Ehren Rutherford
Senior Account Manager
Voice: 972-241-9966
E-mail: ruthe@forday.com
Website: www.forday.com
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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
CCTV Municipal Service Center Submitted By:Ehren Rutherford,Senior Account Manager
REVISED April 13,2026 Page 19 of 19
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 $435,610.00, for the purchase and installation of equipment and services described in the attached
proposal.
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 CITY OF SOUTHLAKE
Ehren Rutherford Authorized Signature
Senior Account Manager
Mathew Scott Hall Printed Name and Title
Senior Vice President
Date Date
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